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The University of Miami has a great opportunity for a Manager, Administrative Operations to work at the Coral Gables Campus.

The Administrative Operations Manager assists the Associate Vice President & Chief Investment Officer and Treasurer, the Associate Vice President for Business Services and the Assistant Vice President, Deputy Chief Investment Officer & Assistant Treasurer in all aspects of departments’ scope of work including tracking issues and deadlines, providing quality control over all correspondence, Board of Trustee items and reports issued by the department. In addition, the Administrative Operations Manager is knowledgeable about all related policies and procedures and makes sure that appropriate reporting is maintained, and proper procedures are followed. Establish and maintain strong working relationships with all levels of constituents both internal and external to the University of Miami which requires a high level of diplomacy, discretions, and confidentiality

The Administrative Operations Manager acts as a liaison between Investments & Treasury, Supply Chain Support Services (Business Services) and the Board of Trustees and coordinates data gathering, preparation of reports and board agenda items, ensuring that reports are compiled, prepared and delivered in the correct format to appropriate Board/Committee members for presentation to the Executive Committee, Finance Committee, Investment Committee, UHealth Board and the Full Board of Trustees.   

Responsible for the Shared Appreciation Mortgage (SAM) program offered to New, relocating faculty (The SAM program is no longer accepting new applications). Maintains the existing file by working with faculty as they exit the program. Work closely with General Counsel attorneys ensuring the transactions are smooth and re-payment is received and work with the Controller’s accounting team to reconcile the University financial reporting.  Initiate/approve with Provost all actions on SAM loans. Calculate SAM loan payoffs and communicate to the faculty member. Support General Counsel and outside counsel on related litigations issues.

The Administrative Operations Manager assists in the preparation of new operating procedures as required, updates existing procedures, and trains departmental personnel in the required execution of university operational procedures.  The Administrative Operations Manager completes special assignments which require collecting, organizing, and analyzing data and developing reports which may be used as support for significant decisions by management.

In addition, the Administrative Operations Manager is responsible for the daily operations of   Investments & Treasury and Supply Chain Support Services (Business Services) which include:

Make domestic/international travel arrangements, prepare itineraries, compile travel documents and maintain all travel records to reconcile Travel card and process reimbursements for the senior leadership and/or subordinates.

Lead the broad scope of executive support-related activities and/or special projects for top-level leadership and the functional area(s) to facilitate the efficient operations of the office and function.

Manage and maintain the senior leadership complex schedule including but not limited to calendaring large & complex meetings with external and internal stakeholders, tracking meeting requests and commitments, communicating efficiently with meeting participants and support staff

Serve as the main point of contact for the senior leadership’s office, handle a wide variety of complex, sensitive, and highly visible issues, which are often confidential in nature

Serve as liaison between the senior leadership office and subordinates or others, exchange information, transmit directions or assignments and follow up on the status of assignments

Responsible for creating and updating documents, reports, process and composing correspondence; managing schedules, travel, and appointments.

Establish and help to maintain filing system of documents, and files both for general office and in support of projects.

Participate in conferences, meetings, and other activities as required; prepare materials for meetings and take minutes as requested.

Serve as Kronos and Workday backup timekeeper for various areas in Investments & Treasury and Supply Chain Support Services (Business Services).

Reconciles and process monthly PCard statements through Workday.

Oversee and process, purchase orders balances, outstanding invoices, check requisitions, P-Card purchases and interdepartmental requisitions. 

Prepare Electronic Funds Transfer (EFT/Wires) payments and reconcile journal entries.

Deposits checks on a timely manner

Coordinates with Risk Management payment and signature of insurance and facilities bonds. 

Maintains electronic filing system of business documentation, records, and reports.

Manage and recommend actions to be taken on office expenditures such as equipment, office stationery, and office supplies.

Responsible for all event planning coordination, execution; planning, logistics, and coordinating content. Including providing technical assistance.

Work closely with the Treasury Operations team in ensuring all banking information is updated.

Keep files of all investment management and subscription documents. Make documents available for an outside audit.

Support the Contracts management team with processing and execution of contracts and service agreements. Serve as a point of contact for questions relating to the process flow of contracts.

Utilize the contract management system to review contracts ensuring the information provided is clear and accurate, and approving in order to route to senior leaders for signatures.

Assist with reviewing current policies and procedures for accuracy and improvement. Responsible for maintaining policies updated.

Responsible for “new employee orientation” at the department level and coordinates with HR on the onboarding of all Investments & Treasury and Supply Chain Support Services (Business Services) employees.

Responsible for the Computer Lifecycle management Program for the department. The CLMP provides a service to replace the primary assets of eligible employees and those assets found in general-purpose labs that are older than 4 years of age.

Work on specific projects as assigned; some require attending training classes either in person or online.

Manages access control for Investments & Treasury and Supply Chain Support Services (Business Services) staff.

Provides back up support for processing subpoenas from process servers.

Provides logistic support with the farmers market to HR and Auxiliary Service.

Provide departmental insights to support operational and engagement efforts.

Provide auxiliary support to other professional staff in Investments & Treasury and Supply Chain Support Services (Business Services) when requested.

Perform and/or coordinate special projects as requested.

CORE QUALIFICATIONS                                                                                                         

Education:

High school diploma or equivalent

Experience:

Minimum 5 years of relevant experience

Knowledge, Skills and Attitudes:

Ability to accurately prepare and maintain records, files, reports and correspondence

Ability to communicate effectively in both oral and written form.

Ability to maintain effective interpersonal relationships.

Ability to direct, manage, implement, and evaluate department operations.

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

Knowledge of business and management principles.

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.

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