Job Description:
Current Employees:
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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.
Department Specific Functions
(80%: Office Management.) The Office Manager's primary role is managing the Center's budget operations. Responsibilities chiefly include expense processing as well as budgetary planning and implementation in partnership with the Center's Director and Assistant Director.
Detailed responsibilities include:
- Receiving and dispensing payments for programs and other departmental activities.
- Keeping detailed records of all payments made or received by the department.
- Adhering to University and unit-level policies and procedures and safeguarding University assets.
- Using data and reports from Workday to periodically inform the Director and Assistant Director of the financial health of the Center-especially during quarterly variance reporting and for the budgeting process.
- Overseeing speaker requirements, such as letters of invitation, outside-speaker disclosure forms, hospitality, AV needs, housing, transportation, and creation of speakers' itineraries.
- Procuring and distributing food and beverage at receptions, meetings, seminars, workshops, and social functions.
- Communicating regularly with the Center's Director, Assistant Director, and student workers, as well as with external units - both in person and by email, telephone, and video conferencing.
- Saving emails and documents to appropriate folders on the Center's Box drive.
- Regularly checking the Center's email (humanities@miami.edu) for messages that require follow-up by the Center's staff.
(20%: Events Coordination) The Office Manager assumes responsibility for logistical aspects of the Center's programs, events, and meetings, with team-based support from the Center's other staff members and student workers.
Detailed responsibilities include:
- Serving as point-of-contact with representatives for program venues (UM Libraries Events; Books & Books; Lakeside Venues; Newman Alumni Center; etc.)
- Communicating plans for event logistics and facilitation with Assistant Director, Director, and Student Assistants prior to the program.
- Supervising on-site registration desk during programs and events and assisting with registration.
- Preparing and processing financial forms for departments, including (but not limited to) work orders, purchase orders (POs), purchase requisitions, honoraria, expense reports, transfers of funds to other units, and reimbursements for faculty, staff, and visiting speakers in compliance with university procedures, protocols, and deadlines.
- Setting up tech for video call sessions in the Humanities Conference Room.
- Preparing office supply orders, keeps inventory, checks receipt of order items, and prepares reports for review by Supervisor.
- Providing logistics support-including working with vendors (such as caterers and hotels) and venues; orders food for events and create POs for vendors at least one week prior to the event.
- Maintaining Outlook Calendar and Events overview documents for all academic and public events associated with the Center for the Humanities as well as for the Humanities conference room reservations, including (but not limited to):
- UM Humanities Faculty and Graduate Students
- Humanities Fellows
- Interdisciplinary Research Groups
- The Center's Faculty Advisory Board
- The Center's Staff (for standing meetings)
- Provides event technical support such as photography, sound, video recording, and podcasts.
- Ensures that the presenter has confirmed permission to record for archival purposes, and/ or the Center's YouTube channel.
- Works with staff and student workers to upload photographs and video recordings to Box.
- Checks that the recording has been edited / posted within two weeks of the program to the Center's Box folder and YouTube Channel (private for archival; public for shared).
- Participates in assigning tasks to student workers and works with them on collaborative projects
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.
MINIMUM QUALIFICATIONS
- High School Diploma or equivalent.
- Minimum 5 years of relevant experience. Any relevant education, certifications and/or work experience may be considered.
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 with discretion.
- Proficiency in computer software (i.e. Microsoft Office).
The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.
Job Status:
Full time
Employee Type:
Staff
Pay Grade:
A7
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