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The University of Miami/UHealth, Department of Pediatrics, has an exciting opportunity for a full time Office Manager to work in Miami, FL.
The person in this role provides high-level administrative and operational support to the Chair’s Office by managing daily office functions, coordinating communications, maintaining records, scheduling meetings and travel, processing expenses, and supporting faculty recruitment activities. This position ensures efficient office operations, timely completion of administrative priorities, and effective communication with internal and external stakeholders. The role requires strong organizational skills, professionalism, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Core responsibilities:
Manages office operations and procedures; prepares payroll; controls correspondence; designs filing systems; reviews and approves supply requisitions; assigns and monitors clerical functions.
Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Develops and implements office policies by establishing standards and procedures, measuring results against standards and making necessary adjustments.
Completes operational requirements by scheduling and assigning employees; follows up on work results.
Keeps management informed by reviewing and analyzing special reports; summarizing information and identifying trends.
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.
Achieves financial objectives by assisting with the preparation of the budget, scheduling expenditures, analyzing variances and initiating corrective actions, as necessary.
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.
Department Specific Functions:
Responsible for managing the Chair’s Office by ensuring office operations and procedures are organized, correspondence is controlled, filing systems are designed, and an efficient system is implemented for staff to access files and records.
Oversee and carry out various day-to-day departmental office functions to ensure the timely completion of administrative priorities.
Handle multiple projects, prioritize tasks, and track deadlines in a busy, high-traffic environment while working independently and as part of a team.
Assist with general office work, including answering and directing incoming telephone calls and emails to the appropriate staff; typing, printing, and preparing correspondence and reports; ordering and organizing office and kitchen supplies; maintaining and scheduling meetings and calendars on behalf of the Chair and SAO; photocopying documents; and screening and distributing mail.
Provide administrative assistance, such as writing and editing emails, drafting memos and letters, preparing meeting minutes, and preparing communications on behalf of the Chair and SAO.
Schedule and book travel accommodation for the Chair’s Office visits, including flights and lodging; coordinate ground transportation reservations; and create itineraries.
Collect receipts and documentation for a variety of events and expenses, including conference fees, licensing fees, meals, and transportation, for the purpose of processing expense reports on behalf of the Chair’s…