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 at the University of Miami. This full-time position is based on-site in Miami, Florida, and provides administrative support to faculty, staff, students, and department leadership while supporting efficient operations and compliance with university policies and procedures. The Office Manager serves as a liaison with university offices and provides backup support to the Senior Administrative Officer. The role manages office processes, records, staffing and personnel matters, budgets, purchasing, payroll-related transactions, travel, facilities, space, equipment, and departmental schedules. It also supports Workday transactions and financial processes, maintains confidential documentation, coordinates office services, and recommends improvements to administrative practices. Other duties and special assignments may be added as needed.

Requirements

High school diploma or equivalent/relevant experience, certification, or license.
Minimum 5 years of relevant experience.
Knowledge of operational management and the ability to improve day-to-day processes for efficiency and effectiveness.
Ability to implement strategies that 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 maintain effective interpersonal relationships.
Ability to manage a budget and work within budget constraints.
Ability to plan, delegate, and/or supervise the work of others.
Ability to handle confidential information with discretion.

Nice To Haves

Bachelor’s degree in a relevant field is listed as a department preferred qualification.
Proficiency in Microsoft Office.

Responsibilities

Manage daily office operations, procedures, clerical functions, and departmental priorities.
Prepare payroll and payroll accounting adjustments; assist with employee effort certification.
Manage correspondence, filing systems, records retention, and confidential documentation.
Review and approve supply requisitions; coordinate purchasing, vendor services, inventory, and equipment procurement.
Establish and assess office policies, procedures, internal controls, and compliance with university policies; train employees on applicable controls and procedures.
Schedule and assign employees, monitor work results, and recruit, select, orient, train, coach, counsel, and evaluate office staff.
Prepare and support departmental budgets, monitor operating-account expenditures, analyze variances, and support corrective actions.
Prepare cost transfers and other financial transactions; monitor, analyze, and reconcile purchasing card and operating accounts using Workday.
Coordinate departmental travel requests, reimbursements, and arrangements for employees, conference participants, and external seminar speakers.
Serve as a liaison with Human Resources, Finance, Purchasing, Accounts Payable, Payroll, Disbursements, Facilities, UM-IT, Environmental Health and Safety, Surplus, Telecommunications, and other university offices.
Coordinate departmental space and facility needs, track work orders and service requests, and maintain records of space, equipment, and inventory.
Manage departmental calendars and coordinate conference rooms, meetings, classes, dissertations, and other activities.
Provide telephone, reception, and general administrative support to faculty, staff, and students; answer routine inquiries and direct calls appropriately.
Coordinate personnel actions, including new hires, terminations, promotions, position changes, and leaves; maintain required employee records and documentation.
Monitor keys and access-card records and initiate J-1 visa requests and assist with H-1B requests and extensions for eligible employees and students.
Provide administrative support to the Senior Administrative Officer, including assistance with confidential matters, calendars, meetings, appointments, and schedules.
Process invoices, expenses, purchasing documents, and other administrative paperwork.
Coordinate office maintenance, facilities, equipment, and vendor services; support special projects and administrative initiatives.
Identify significant personnel or administrative issues and escalate them to the Senior Administrative Officer as appropriate.
Provide backup coverage for the Executive Assistant when needed and perform other related duties or special assignments as directed.
Review administrative practices and recommend improvements to efficiency and effectiveness.