Office Manager

University of Miami; Town of Florida (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

The University of Miami/UHealth Department of Physical Therapy is seeking a full-time Office Manager in Doral, FL. The role oversees office operations, payroll, records management, and department administration, establishing procedures to improve efficiency and effectiveness.

core functions include supervising staff, coordinating budgets, controlling correspondence, and ensuring policy compliance. This position supports patient services and departmental activities, contributing to optimal daily

Qualifications

• High School Diploma or equivalent.
• Minimum 5 years of relevant experience.
• Operational management to optimize day-to-day operations.
• Strong written and verbal communication skills.
• Knowledge of financial operations and budget considerations.
• Ability to lead and develop a cohesive team.

Responsibilities

• Manage office operations and procedures; payroll, filing systems, supply requisitions, and clerical functions.
• Define procedures for retention, protection, retrieval, and disposal of records.
• Improve office efficiency by implementing systems, layouts, and equipment procurement.
• Develop and implement office policies; measure results and adjust as needed.
• Schedule and assign staff; monitor work performance and follow up on results.
• Prepare budget inputs; monitor expenditures and address variances.

Skills

Operational Management

Organizational Development

Financial Oversight

Team Leadership

Technical Proficiency

Communication

Education

High School Diploma or equivalent

Tools

Office software

Job description

The University of Miami/UHealth Department of Physical Therapy has an exciting opportunity for a full time Office Manager to work in Doral, FL. 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.

CORE JOB FUNCTIONS

• 1. Manages office operations and procedures; prepares payroll; controls correspondence; designs filing systems; reviews and approves supply requisitions; assigns and monitors clerical functions.
• 2. Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• 3. Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• 4. Develops and implements office policies by establishing standards and procedures, measuring results against standards and making necessary adjustments.
• 5. Completes operational requirements by scheduling and assigning employees; follows up on work results.
• 6. Keeps management informed by reviewing and analyzing special reports; summarizing information and identifying trends.
• 7. 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.
• 8. Achieves financial objectives by assisting with the preparation of the budget, scheduling expenditures, analyzing variances and initiating corrective actions, as necessary.
• 9. 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.

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.

CORE QUALIFICATIONS

• High School Diploma or equivalent/relevant experience, certification or license Minimum 5 years of relevant experience required
• Knowledge, Skills and Abilities: Operational Management: Optimizes day-to-day operations and processes for efficiency and effectiveness.
• Organizational Development: Ability to implement strategies to improve organizational effectiveness, engagement, and manage change.
• Financial Oversight: Knowledge of financial operations and management.
• Team Leadership: Ability to create and maintain a cohesive and productive team environment, build positive working relationships and work collaboratively with others.
• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
• Communication: Strong verbal and written communication skills to convey ideas clearly and persuasively.

This is a core job profile description and is not reflective of all duties that may be assigned to a specific position in each individual department. The above statements are intended to describe the general nature and primary responsibilities of this core job profile. Specific duties and tasks may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge, skills, and abilities required for the job.

DEPARTMENT SPECIFIC JOB FUNCTIONS Plans and manages office service activities on a daily basis to provide the highest level of customer service to patients. May supervise 1-3 staff and 1-3 part-time employees or students. Initiates reports/correspondence, internally Coordinates, analyzes and recommends changes of administrative activities and procedures which may include personnel, budget preparation and record maintenance. Identifies problems and opportunities, prepares status summary for supervisor, and makes recommendations as appropriate. Initiates appropriate follow-up/action when necessary. Ensures that expenditures on all accounts do not exceed budgeted levels for needs beyond established budget, and works with supervisor to identify alternative sources and/or to request funds. Negotiates the purchase of office supplies and equipment and oversees receiving and shipping units for office departments. Coordinates all personnel actions and paperwork for the department. Ensures compliance with University policies regarding searches (affirmative action, dean’s office, etc.); maintains appropriate files and documents; handles correspondence. Coordinates meetings, compiles files, and prepares confidential correspondence. Ensures that technical / research personnel are informed of and comply with UM fiscal and personnel policies and procedures. Serves as the departmental liaison with facilities administration and housekeeping to insure that departmental facilities are appropriately maintained. Coordinates special projects and events on ad hoc basis as assigned. Responsible for departmental P-Card purchases. Assists with confidential matters. Perform secretarial and clerical duties including: scheduling/referrals, creating and maintaining patient medical records, billing, photocopying, filing, ordering supplies, maintain work orders for clinical equipment repair.

Provides courteous and friendly patient greeting and customer service with every patient entering department, and with every phone call according to UHealth Telephone Etiquette guidelines. Maintain front desk and phone coverage during all hours of operation. Retrieves phone messages off answering machine daily, passing on messages as necessary, in a timely fashion. Recognize importance of the outpatient patient scheduling process and facilitate obtaining all necessary information to get patients placed on the schedule for evaluations and all follow up visits. Prepares new patient records with referral, prescription, consent forms, insurance verification, and complete registration process prior to services being provided. Keep sign in sheet for outpatients. Maintain patient records according to HIPPA and UMH guidelines. Process correspondence requesting patient information, determine if request is within the policies of UHealth/UM/HIPPA and the proper release has been completed and signed. Identify potential problems within the department, accurately reflecting magnitude, and participate with director and department team-mates for timely resolution, and advise of situations necessitating follow-up. Demonstrate an attitude of team-work, problem solving and flexibility. Be open-minded and supportive of new ideas and systems for enhanced department efficiency and functioning, and work in a collaborative manner. Provide staff daily work schedule with updates as necessary. Provides daily patient statistical summary including: therapist, # of modalities per patient, time seeing patients (inpatient and outpatient) and monthly summary within the first two working days of the new month. Process all mail and handle necessary correspondence. Schedule staff meetings as requested by director. Process reimbursements as needed. Other duties as assigned.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more. UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for. The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Job Status: Full time Employee Type: Staff

The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation. The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride. The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings. Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019. The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022. With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.