Manager, Administrative Operations
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Job Location:
Coral Gables, FL - USA
Monthly Salary:
Not Disclosed
Posted on:
10 hours ago
Vacancies:
1 Vacancy
Job Summary
Current Employees:
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The Office of the Vice Provost for Research & Scholarship has a great job opportunity for an Administrative Manager reporting to the Vice Provost for Research & Scholarship to work at the University of Miami.
The Administrative Manager leads the broad scope of executive level administrative support activities communications and special projects for the Vice Provost for Research and Scholarship (VPRS). Responsible for executive support schedule management travel arrangements information preparation communications and event and special project management. The role requires excellent organization prioritization coordination and communication skills and the ability to deliver high quality work show good judgement and apply initiative.
CORE JOB FUNCTIONS
Executive Administrative Management:
- Manages VPRSs calendar and approves/declines meeting requests on behalf of the VPRS to ensure schedule is aligned to meet upcoming deadlines and/or priorities.
- Prioritizes meetings for VPRS to include the rescheduling and/or cancellation of other high-level meetings.
- Manages VPRSs travel arrangements and budget ensuring appropriateness and thoroughness of arrangements.
- Independently creates memos reports presentations timelines and documents for distribution to members of various departments or meetings on behalf of the VPRS.
- Ensures VPRS is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls.
- Prepares support materials for meetings including agendas list of participants background documents and follows up on directives.
- Collaborates with administrative department heads to prepare presentations and provide background research for various meetings and projects.
- Composes and prepares confidential correspondence and other documents required by the Vice Provost; follows-up on all correspondence that requires answers responses and written replies.
- Reviews outgoing correspondence for VPRS approval and alert writers to any conflicts or departures from policies or the supervisors viewpoint.
- Contacts or responds to contacts from high-ranking individuals inside or outside the institution.
- Uses independent judgement to respond on behalf of the VPRS ensuring the confidential handling of information correspondence and communications including incoming outgoing and electronic communications on behalf of VPRS.
- Responsible for alerting and briefing the supervisor on emerging issues initiatives and projects and provides status reports on an ad hoc basis.
- Completes and/or submits various University forms including expense reports requisitions purchase orders and work orders.
- Adheres to University and unit-level policies and procedures and safeguards University assets.
Communications Support:
- Manages executive communications needs for the Vice Provost including (but not limited to):
- Researching topics for presentations public statements speeches and talking points.
- Drafting communications on a variety of topics ranging from division priorities and vision to crisis communications for internal and external audiences.
- Creating communications in the Vice Provosts voice.
- Developing presentation materials.
- Manages in collaboration with the OVPRS Research Development & Education unit the Vice Provost for Research and Scholarship (OVPRS)s social media activity website presence and updates and externally facing marketing materials.
- In collaboration with the OVPRS Research Development & Education unit manages compiles drafts and distributes electronic newsletters and mass emails for the OVPRS.
- Compiles distributes and tracks reports brochures invitations and other communications to support stakeholder engagement.
- Maintains all distribution and email lists for the organization.
Event and Project Support:
- Prioritizes and manages multiple projects and/or special assignments championed by the VPRS.
- Leads the planning of annual or ad-hoc special events.
- Coordinates visits/meetings by arranging guest travel and accommodations as necessary directing logistical communications scheduling meetings generating agendas and managing peripheral details.
- Sets up and coordinates logistics for events conferences and site visits.
- Supports creates develops and assembles event meeting and conference materials.
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. This role offers hybrid work schedule flexibility generally allowing for remote work the majority of the week depending on business needs as determined by your manager.
CORE QUALIFICATIONS
Education:
Bachelors degree preferred.
Experience:
Minimum 6 years of relevant experience. Minimum 10 years of relevant experience preferred.
Knowledge Skills and Attitudes:
- Ability to work independently in a busy environment that will involve prioritization of tasks decision making and planning.
- Excellent administration communication and organizational skills.
- General knowledge of office procedures and operations.
- Ability to accurately prepare and maintain records files reports and correspondence.
- Ability to communicate effectively in both oral and written form.
- Ability to process and handle confidential information with discretion.
- Skill in completing assignments accurately and with attention to detail.
- Proficiency in computer software (i.e. Microsoft Office).
- Ability to interprets and adapt guidelines including unwritten policies precedents and practices.
- Ability to perform work without specific instruction or prescribed procedures.
Any relevant education certifications and/or work experience may be considered.
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.
Job Status:
Full timeEmployee Type:
StaffPay Grade:
A11Required Experience:
Manager
Key Skills
- Business
- Clerical
- Account Payable
- Administrative Skills
- Time Management
- Data Entry
- office supplies
- Accounting
- Project Management
- Administration Office
- Management skills
- Account Receivable
- Administrative Operations
- Problem Solving Skills
- Statistics
