Assistant Director, Programs at University of Miami in Coral Gables, Florida

Job Description:

Current Employees:



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The Assistant Director, Programs, at Miami Herbert Business School is responsible for administering resources to support the program's mission, ensuring alignment with school priorities, timelines, and budget requirements. A core component of the role includes managing the complex scheduling needs of the Vice Dean and Associate Deans, coordinating calendars to optimize time and strategic alignment. This position involves administrative, managerial, and professional responsibilities, with a focus on delivering high-quality outcomes that advance Miami Herbert's goals. The Assistant Director provides leadership in developing, implementing, and evaluating strategic plans that align with institutional objectives and drive the success of the assigned program(s).



DEPARTMENT ADDENDUM




Department Specific Functions




1. Represents Miami Herbert Business School: Acts as a representative of the Business School in engagements with the public, University officials, government agencies, accrediting councils, and professional organizations. Ensures communication aligns with MHBS standards and objectives.



2. Executive Scheduling and Administrative Coordination: Manages the Vice Dean's and Associate Deans' complex calendars, coordinates travel arrangements with detailed itineraries, prepares agendas, and ensures they are well-prepared for meetings by reviewing and compiling documentation. Works closely with executive leadership to keep them informed of upcoming commitments and follows up on action items to support timely decisions and actions.



3. Training Development and Coordination: Designs, updates, and delivers training materials for MHBS staff, faculty, and relevant external offices, ensuring team members are well-informed and aligned with school goals.



4. Operational Problem-Solving: Identifies and resolves operational issues, such as staffing, budget, equipment, and space needs. Recommends improvements to administrative processes, policies, and resource allocation to enhance efficiency within MHBS departments.



5. Student Personnel Management: Supervises department student employees, ensuring staff are effectively trained, empowered, and supported in their roles. Leads recruitment, onboarding, and evaluations of student workforce to build a strong, cohesive team.



6. Budget and Planning: Oversees the Department program budget, reviews and reconciles executive expense reports according to University guidelines, identifying opportunities to optimize budgetary resources.



7.
Research and Special Assignments: Conducts research to assist MHBS executives in addressing inquiries or issues, and prepares one-time reports, summaries, and responses by selecting relevant information from diverse sources. Completes special assignments for high-level University administration, gathering, analyzing, and organizing data into reports that may inform significant decisions.



8. Supports Course and Curriculum Coordination: Collaborates with faculty, department chairs, and Associate Deans to coordinate course offerings and program direction within MHBS.



9. Stakeholder Relations and Communication: Establishes and maintains strong relationships with both internal and external stakeholders, acting as a point of contact for MHBS leadership. Manages visitor and caller expectations, screening as necessary and providing direct access to executives when appropriate. Interprets requests, implements action items, and keeps executives updated on relevant internal and external developments.



10. Special Project and Social Media Management: Builds relationships crucial to MHBS's success and manages special projects for the executive team as needed. May manage executive communications through social media accounts and collaborate with units across MHBS, such as student academic services and programming, to uphold uniformly high standards of execution.



11. Flexibility and Adaptability: Demonstrates flexibility by being available for early morning, evening, and occasional weekend work to meet the needs of the MHBS leadership team and ensure effective operational support.



Department Specific Qualifications




Education:



Bachelor's Degree in relevant field



Experience:



Minimum 4 years of relevant experience


A relevant combination of education and experience may be considered



Knowledge, Skills and Attitudes:



• Ability to multitask, set priorities and complete work assignments promptly and without error.


• Expert level oral and written communication skills; must be able to interact and communicate effectively with individuals at all levels of the organization with tact and diplomacy, and with a high level of cultural sensitivity


• Advanced abilities in organizing and managing own time, that reflects the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, and in an independent setting.


• Excellent problem solving and critical thinking skills, with proactive approaches and strong decision-making ability.


• Must exhibit sound and accurate judgment, as well as emotional maturity in a business-appropriate atmosphere.


• Advanced proficiency in Microsoft Office - Outlook, Excel, Word, and PowerPoint - Adobe Acrobat, and social media web platforms; expert in calendar management software; experience with enterprise software such as PeopleSoft, Salesforce, Workday, and design software such as Canva preferred.


• Strong interpersonal skills and the ability to build relationships with stakeholders, including but not limited to staff, board members, external partners, and donors.


• Ability to excel in a team environment, and work well with others. Must maintain courteousness at all times.


• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.


• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.


• Continual learner as it relates to technology.


•Exemplifies the University's DIRECCT values (Diversity, Integrity, Responsibility, Excellence, Creativity, Compassion, Teamwork).



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.



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:

A9