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Office Manager
Company: University of Miami Health System
Location: Miami, FL
Employment Type: Full Time
Date Posted: 09/24/2021
Expire Date: 11/24/2021
Job Categories: Education
Job Description
Office Manager
The College of Engineering has an exciting opportunity for a full-time Office Manager to work in the Coral Gables Campus.

The Office Manager oversees departmental operations; ensures effective and efficient workflow and adheres to standar

ds.

Primary Duties and Responsibilities (For Non-exempt Employees Include Percent of Effort):

Office Management

Plans and manages office service activities such as reception, telephone, mail, fax, copying equipment, and the purchasing, receiving, and storing of office supplies. Engages in office management responsibilities including planning, evaluating, organizing, integrating and controlling.

Supervises at least 1 full time equivalent employee, or supervises 3 part -time employees/temporary/ students.

Assigns, schedules, trains, disciplines, evaluates performance, makes pay recommendations and resolves employee issues.

Coordinates, analyzes and recommends changes of administrative activities and procedures which may include personnel, budget preparation and record maintenance.

Identifies problems and opportunities, prepares status summary for superviso
r,
and makes recommendations as appropriate.

Initiates appropriate follow-up/action when necessary.

Budget/Financial

Ensures department budgets are in compliance with UM guidelines.

Checks that externally funded accounts (federal, state, other) comply with the requirements of the awards (e.g., federal agency guidelines).

Ensures that expenditures on all accounts do not exceed budgeted levels for needs beyond established budget, and works with supervisor to identify alternative sources and/or to request funds.

Will assist with grant proposals

Prepares cost projections, and handles post award grant management including reconciliation and reporting to the agency.

May assist with faculty recruitment, reappointment, promotion and tenure process.

Negotiates the purchase of office supplies and equip
ment
and oversees receiving and shipping units for office departments.

Administrative Support

Coordinates all personnel actions and paperwork for the department.

Ensures compliance with University policies regarding searches (affirmative action, deanís office, etc.); maintains appropriate files and documents; handles correspondence.

Coordinates meetings, compiles files, and prepares confidential correspondence.

Ensures that technical / research personnel are informed of and comply with UM fiscal and personnel policies and procedures.

Serves as the departmental liaison with facilities administration and housekeeping to insure that departmental facilities are appropriately maintained.

Coordinates special projects and events on ad hoc basis as assigned.

Responsible for departmental petty cash fund, P-Card purchases, an
d inpu
t of PEF/payroll papers.

Initiates reports/correspondence, internally & outside UM on behalf of supervisor.

Assists with confidential matters.

CORE QUALIFICATIONS

Education:

Bachelorís degree in related field

Certification and Licensing:

N/A

Experience:

Minimum 5 years of relevant experience

Knowledge, Skills and Attitudes:

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 wi
th discr
etion.

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

Contact Information
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