Office Manager

University of Miami•Miami, FL

19d•Onsite

About The Position

The Office Manager oversees the day-to-day administrative, fiscal, personnel, and operational activities of the Department of Cell and Systems Biology. The role provides comprehensive administrative support to faculty, staff, students, and department leadership while ensuring efficient office operations and compliance with university policies and procedures. The Office Manager serves as a key liaison with Human Resources, Finance, Purchasing, Accounts Payable, Facilities, UM-IT, and other university offices, and provides backup support to the Senior Administrative Officer. The position manages office procedures, records, staffing, payroll-related activities, budgets, purchasing, financial transactions, personnel documentation, facilities, equipment, calendars, and departmental communications. It also supports Workday processes, travel coordination, employee onboarding, visa requests, and administrative initiatives. The Office Manager reviews procedures and recommends improvements to increase efficiency and effectiveness. This position is full-time and on-site in Miami, Florida.

Requirements

High school diploma or equivalent/relevant experience, certification, or license.
Minimum 5 years of relevant experience.
Ability to optimize day-to-day operations and processes for efficiency and effectiveness.
Ability to implement strategies to improve organizational effectiveness and engagement and manage change.
Knowledge of financial operations and management.
Ability to create and maintain a cohesive, productive team environment, build positive working relationships, and collaborate with others.
Proficiency with office software, technology, and relevant computer applications.
Strong verbal and written communication skills.
Ability to communicate effectively in oral and written form.
Ability to maintain effective interpersonal relationships.
Ability to manage a budget and work within its constraints.
Ability to plan, delegate, and/or supervise the work of others.
Ability to handle confidential information with discretion.
Proficiency in computer software, including Microsoft Office.

Nice To Haves

Bachelor’s degree in a relevant field is identified as required in the department-specific preferred qualifications.

Responsibilities

Manage the department’s daily administrative operations and prioritize activities to meet departmental objectives and deadlines.
Assist faculty, staff, and students with Workday business process transactions.
Coordinate departmental travel requests, reimbursements, and travel arrangements for employees, conference participants, and external seminar speakers.
Serve as a liaison with university offices, including Accounts Payable, Purchasing, Payroll, Disbursements, Facilities, UM-IT, Environmental Health and Safety, Surplus, and Telecommunications.
Coordinate departmental space and facility needs, including initiating and tracking work orders and service requests.
Maintain accurate records of departmental space, equipment, and inventory.
Manage the department calendar and coordinate conference rooms for classes, dissertations, faculty meetings, research meetings, and other activities.
Provide telephone and reception support, answer routine inquiries, and direct calls to appropriate personnel.
Participate in required university training and meetings related to Workday, purchasing, accounts payable, disbursements, effort certification, and travel.
Review administrative practices and procedures and recommend improvements.
Assist with departmental budget preparation, monitor operating account expenditures, analyze budget variances, and support corrective actions.
Prepare cost transfers, payroll accounting adjustments, and other financial transactions; assist with employee effort certification.
Monitor, analyze, and reconcile departmental purchasing card and operating accounts using Workday financial systems.
Coordinate with vendors, negotiate pricing and services when appropriate, and make purchasing decisions for office supplies and services.
Maintain appropriate inventory levels and ensure timely procurement of office supplies and equipment.
Ensure financial transactions are accurate, timely, properly documented, and compliant with applicable policies and procedures.
Serve as the primary liaison with Human Resources for personnel matters, including hires, terminations, promotions, position changes, and employee leaves.
Coordinate personnel actions and maintain required documentation and employee records.
Monitor departmental keys control and access card records for faculty, staff, and students.
Initiate J-1 visa requests and assist with H-1B visa requests and extensions for eligible foreign employees and students.
Identify significant personnel or administrative issues and escalate them to the Senior Administrative Officer as appropriate.
Support employee onboarding and provide general administrative assistance to faculty, staff, and students.
Provide administrative support to the Senior Administrative Officer, including assistance with confidential matters.
Coordinate and evaluate administrative activities and procedures and recommend improvements relating to personnel, budgeting, records management, and departmental operations.
Manage calendars, meetings, appointments, and schedules; maintain organized and confidential files, records, and documentation.
Process invoices, expenses, purchasing documents, and other administrative paperwork.
Coordinate office maintenance, facilities, equipment, and vendor services.
Support departmental leadership with special projects and administrative initiatives and ensure departmental and university requirements are followed.
Provide backup coverage and administrative support for the Executive Assistant when needed.
Participate in special assignments and projects as directed and perform other related duties as assigned.
Manage office operations and procedures, prepare payroll, control correspondence, design filing systems, review and approve supply requisitions, and assign and monitor clerical functions.
Define procedures for the retention, protection, retrieval, transfer, and disposal of records.
Plan and implement office systems and layouts and oversee equipment procurement.
Develop and implement office policies and procedures, measure results against standards, and make adjustments as needed.
Schedule and assign employees and follow up on work results.
Review and analyze special reports, summarize information, and identify trends for management.
Recruit, select, orient, train, coach, counsel, and evaluate office staff; plan, monitor, and appraise job results.
Assist with budget preparation, schedule expenditures, analyze variances, and initiate corrective actions as needed.
Establish and assess internal controls, ensure compliance with University policies and procedures, and ensure employees are trained on applicable controls and policies.