Office Manager - Temporary

250 Schools & Colleges; United States; On-site; USD 50,000 - 70,000; Full time

Job summary

The University of Miami in the United States is seeking an Office Manager to oversee clerical operations, payroll, records, and department procedures to boost efficiency.

The role emphasizes policy development, staff supervision, budgeting support, and internal controls, with a focus on accuracy and compliant processes. This is a full-time temporary position requiring strong communication and technical proficiency.

Qualifications

• Education: High School Diploma or equivalent.
• Experience: Minimum 5 years in office management.
• Certification: relevant certifications preferred.
• Proficiency in office software and data systems.
• Strong communication skills and ability to train staff.

Responsibilities

• Manages office operations and procedures; prepares payroll; controls correspondence; designs filing systems.
• Provides historical reference by defining procedures for retention and disposal of records.
• Maintains office efficiency by planning and implementing office systems and equipment procurement.
• Develops and implements office policies, standards, and procedures.
• Completes operational requirements by scheduling and assigning employees; follows up on results.
• Keeps management informed by reviewing reports and identifying trends.
• Maintains office staff by recruiting, selecting, and training employees; coaches and evaluates staff.
• Assists with budget preparation, scheduling expenditures, and variance analysis.
• Establishes and assesses internal controls; ensures training on policy and procedures.

Skills

Office management

Recruitment

Budgeting

Staff coaching

Policy implementation

Education

High School Diploma or equivalent

Certification in Office Administration (optional)

Tools

Office software

Data management systems

Job description

CORE JOB SUMMARY

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

• 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• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.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.

CORE QUALIFICATIONS

• Education: High School Diploma or equivalent/relevant experience, certification or license
• Experience: Minimum 5 years of relevant experience required
• Certification and Licensing: Refer to department description for applicable certification requirements
• 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.

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: Temporary

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.