Office Manager

University of Miami; United States; On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Tuition remission

Job summary

The University of Miami is seeking a full-time Office Manager to support the Chair’s Office in the Department of Pediatrics in Miami, FL. The role requires strong organizational skills, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.

You will oversee daily office operations, payroll processing, travel scheduling, expense reporting, and support faculty recruitment activities while ensuring compliance with university policies.

Qualifications

• Requires high level administrative and operational support experience.
• Strong organizational, communication and multitasking abilities.
• Experience with payroll, budgeting and vendor management.
• Experience supporting faculty recruitment activities and policy compliance.

Responsibilities

• Manages office operations and procedures; maintains filing systems; schedules meetings and travel.
• Prepares payroll and processes expense reports; tracks budgets and variances.
• Coordinates communications and ensures timely responses to internal and external stakeholders.
• Supports faculty recruitment activities and maintains records in compliance with policies.

Skills

Operational management

Organizational development

Financial oversight

Team leadership

Communication

Budget management

Confidential information handling

Microsoft Office

Education

High school diploma

Bachelor’s degree preferred

Job description

Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position, please review this tip sheet. 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 Office; review, reconcile, and track approvals. Keep management informed by reviewing and analyzing expense reports, purchases, and expenses; summarizing information; and identifying trends to support timely business processes. Demonstrate a high degree of professionalism when working with diverse groups of people, including senior executives, staff, school leaders, and community leaders. Respond with an appropriate level of urgency to situations and events that require quick action, ensuring appropriate follow‑up and escalation. Reconcile expenses related to corporate card accounts. Support the faculty recruitment process. Identify opportunities to improve office processes, communication flow, and administrative 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. Bachelor’s degree preferred. Minimum 5 years of relevant experience required. 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. 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 effectively plan, delegate and/or supervise the work of others. Ability to process and handle confidential information with discretion. Proficiency in computer software (i.e. Microsoft Office). Any relevant education, certifications and/or work experience may be considered.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

About UHealth

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.

Equal Opportunity Employer

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

University Mission

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.