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The Office Manager oversees Office Services operations and ensures an effective and efficient workflow that adheres to standards.

CORE JOB FUNCTIONS

Department Chair Assistant Duties:

• Assists the Chair and Associate Chair with all administrative functions including but not limited to management of their telephone lines, scheduling meetings, preparing documents for meetings, and other administrative tasks at their request.
• Administers promotion and/or tenure review process for faculty.
• Assists with faculty recruitment and reappointment process to include drafting appointment and reappointment letters (letters should be approved by the Business Office for budget purposes).
• Coordinate the Workday hiring process from posting to offer for all faculty in conjunction with the Business Office staff.
• Administers W-9 forms for the department faculty and students.
• Processes J-1 visa for Scholars.
• Maintains and documents communication regarding faculty updates, academic issues, questions.
• Submits curricular changes in the existing courses and programs via CIM and follows up on approvals from the UM Office of University Accreditation in conjunction with the SEHD Undergraduate and Graduate Studies Office.
• At the direction of the Chair/Associate Chair submits proposals for new course/program via CIM and follows up on approvals from the UM Office of University Accreditation in conjunction with the SEHD Undergraduate and Graduate Studies Office.
• Assists with bulletin change in conjunction with the SEHD Undergraduate and Graduate Studies Office.
• Working in conjunction with SEHD Undergraduate and Graduate Studies Office, maintains accurate and current course information such as restrictions, prerequisites, and course notes in Canelink Informs the respective Undergraduate / Graduate office of any changes accordingly.
• Maintains course syllabi files for all TAL courses (requests them from faculty each semester).
• Works with graduate and undergraduate program directors for course planning and projections.
• Rollovers previous year’s course schedule in Canelink with the cooperation/approval of the SEHD Assistant Registrar. Does course schedule updates in Canelink after notifying and getting the approval of the Undergraduate and Graduate offices, accordingly.
• Verifies with the Chair that the faculty have agreed to teach the respective courses as entered into Canelink.
• In conjunction with the Chair or Associate Chair monitors at the beginning of the Academic year (July) the proposed overload teaching dollars for the entire academic year. Ensures the proposed overloads are in accordance with the Faculty Payment Policies (not to exceed 33.34% of base refer to policies). This exercise needs to be done prior to assigning teaching overloads to faculty and any exceptions to the maximum percentage must be submitted to the Business Office for approval and submission to the Dean for final approval. Overloads should not be assigned until this process is completed.
• On a semester basis generates from Canelink the course semester roster to ensure all faculty are teaching contractual loads before preparing any overload payroll documents. The rosters must be attached to the payroll worksheets.
• At the direction of the Chair / Associate Chair prepares all payroll worksheets for the semester to include both teaching and administrative supplements .
• Schedule monthly department meetings and any department-related meetings (e.g., tenure/promotion committee meetings)
• Collects agenda items from faculty and drafts faculty meeting agendas, attends meetings and generates faculty meetings’ minutes within a week of meeting conclusion to Chair for final review and dissemination.

Office Manager Duties:

• Acts as liaison between TAL Department Chair, faculty members, adjunct faculty, and SEHD in all aspects of department functions including class schedules, grades, faculty office hours and schedules, meetings and programs.
• Provides administrative support as needed to all the TAL faculty and students.
• Acts as liaison for all TAL students both undergraduates and graduates.
• Maintains appropriate files and documents; handles correspondence.
• Logs results and oversees letters notifying students of results.
• Coordinates exam and portfolio reviews.
• Greets and provides general support to visitors and issues parking passes as needed utilizing the University of Miami Parking system.
• Engages in office management responsibilities including planning, evaluating, organizing, and integrating all administrative departmental functions (inclusive of student related functions for retention/professional development activities). All functions must be pre-approved by the Business Office to ensure compliance with University of Miami Policies and Procedures.
• Monitors the TAL respective budgets in Workday to ensure any expenses are within the budgeted dollars and charged to the correct spending code.
• Makes travel arrangements and reservations for department leadership/faculty/students/staff as needed.
• Plans and manages office service activities such as reception area, telephone coverage, mail, copying equipment, and the purchasing, receiving, and storing of office and other departmental supplies.
• Coordinates through the SEHD’s Manager of IT & Digital Media the ordering for Faculty of computer equipment (hardware/software) in accordance with budget. If grant related must obtain the approval of the SEHD Manager of Sponsored Program before initiating any purchase requests.
• Responsible for coordinating the move of equipment and documents for faculty when moving offices and/or for new faculty being onboarded. This needs to be coordinated with the SEHD’s Manager of IT & Digital Media and the SEHD Sr. Program Coordinator.
• Responsible for departmental Pcard/Tcard purchases, and reconciliation of the departmental and Chair Pcard/Tcard transactions in Workday.
• Responsible for initiating purchase requisitions in Workday for all non-sponsored related services and goods on behalf of the TAL Department.
• Provides assistance with purchasing processes to PIs that do not have dedicated administrative support with sponsored related purchases accordingly.
• Ensures that all Purchase Orders are closed at the end of the fiscal year to release all unobligated funds.
• Initiates minor Work Orders with the Facilities Dept requested by department faculty and students (see specific list) in conjunction with the SEHD Sr. Program Coordinator.
• Provides back-up support as necessary to other SEHD departments in the absence of their Office Managers, as well as acts as back up staff for the Dean’s Central Reception area as needed.
• Coordinates special projects and events on ad hoc basis as assigned.
• Ensures internal control oversight and compliance with laws and regulations, safeguarding of assets, compliance with University of Miami policies and procedures, reliability of internal and external reporting, and efficiency and effectiveness of operations. Creates an effective control environment, conducts risk assessment, implements and monitors controls.
• Other duties as assigned. 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

Education:

High school diploma; Bachelor’s degree in relevant field preferred.

Experience:

Minimum 5 years of relevant experience. Any relevant education, certifications and/or work experience may be considered.

Knowledge, Skills and Abilities:

• 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 direct, manage, implement, and evaluate department operations.
• Ability to effectively plan, delegate and/or supervise the work of others.
• 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.

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