Office Manager

Office Manager

The Department of Cell and Systems Biology is currently seeking a full-time Office Manager to work on-site in Miami, FL.

The Office Manager manages a variety of office functions, including but not limited to clerical work, data maintenance, and department operations. Establishes work procedures and standards to improve efficiency and effectiveness of assigned operations.

Core

Job Functions:

1. Manages office operations and procedures; prepares payroll; controls correspondence; designs filing systems; reviews and approves supply requisitions; assigns and monitors clerical functions.

2. Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.

3. Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.

4. Develops and implements office policies by establishing standards and procedures, measuring results against standards and making necessary adjustments.

5. Completes operational requirements by scheduling and assigning employees; follows up on work results.

6. Keeps management informed by reviewing and analyzing special reports; summarizing information and identifying trends.

7. Maintains office staff by recruiting, selecting, orienting, and training employees. Evaluates office staff by coaching, counseling, and disciplining employees; plans, monitors, and appraises job results.

8. Achieves financial objectives by assisting with the preparation of the budget, scheduling expenditures, analyzing variances and initiating corrective actions, as necessary.

9. Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures. Ensures employees are trained on controls within the function and on University policy and procedures.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Core

Qualifications:

Education:

High School Diploma or equivalent/relevant experience, certification or license

Experience:

Minimum 5 years of relevant experience required

Knowledge, Skills and Abilities:

- Operational Management:
Optimizes day-to-day operations and processes for efficiency and effectiveness.

- Organizational Development:
Ability to implement strategies to improve organizational effectiveness, engagement, and manage change.

- Financial Oversight:
Knowledge of financial operations and management.

- Team Leadership:
Ability to create and maintain a cohesive and productive team environment, build positive working relationships and work collaboratively with others.

- Technical Proficiency:
Skilled in using office software, technology, and relevant computer applications.

- Communication:
Strong verbal and written communication skills to convey ideas clearly and persuasively.

Department Addendum:

Department Specific

Job Summary:

The Office Manager oversees the day-to-day administrative, fiscal, personnel, and operational activities of the department. This position 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 Sr.

Administrative Officer. This role requires strong organizational, communication, multitasking, and problem-solving skills.

Department Specific

Job Functions:

• Office Management
• Fiscal Management
• Personnel Support
• Administrative Support
• Other Duties

Department

Preferred Qualifications:

Education:

Bachelor's degree in relevant field required

Experience:

• Minimum 5 years of relevant experience

Knowledge, Skills and Abilities:

• Ability to communicate effectively in both oral and written form.

• Ability to maintain effective interpersonal relationships.

• Ability to manage a budget and work within the constraints of that budget.

• Ability to effectively plan, delegate and/or supervise the work of others.

• Ability to process and handle confidential information with discretion.

• Proficiency in computer software (i.e. Microsoft Office).

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.