Job Location:
Coral Gables, FL

Current Employees:

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The Frost School of Music has an exciting opportunity for a full-time Office Manager to work at the Coral Gables Campus.

Oversees departmental operations in the Frost School of Music Instrumental Performance & Music Theory and Composition.  This individual serves as a liaison between the department chair and faculty, staff, students, parents, and the general community. Responsible for the overall department personnel management, fiscal management, and administrative duties. Ensures effective and efficient workflow and adheres to established standards.

Primary Duties and Responsibilities:

Office Management                                        35%

  • Manages the day-to-day administrative function of the department. Evaluates departmental needs and prioritize work appropriately to ensure objectives and deadlines are met.

  • Reviews departmental practices/procedures and makes recommendations for improvement, with a focus on new technology, training, and administrative systems.

  • Initiates action to resolve problems and handle various requests; elevates appropriate matters to the attention of the department chair or Business Officer.

  • Responsible for oversight and input of Workday Business Process Initiator (BPI) transactions for Faculty (FAC), Temporary Faculty (TMP-FAC), and Students (STU).

  • Assists department chair in the development, preparation, and dissemination of promotional brochures and materials.

  • Coordinates special projects and events on an ad hoc basis as assigned.

  • Responds to inquiries on policy and procedures from various constituencies or directs to appropriate individuals within the department/college.

  • Oversees preparation and mailing of brochures and application materials.

  • Ensures compliance with departmental and university policies and procedures.

  • Initiates appropriate follow-up/action when necessary.

Fiscal Management                                         25%

  • Assists the department chair with the preparation and maintenance of the annual budgets.

  • Ensures department budgets comply with UM and/or federal agency guidelines.

  • Provides budgetary analysis and ensures expenditures do not exceed established budgeted levels; works with the department chair and/or Business Officer to identify alternative sources if additional funding is needed

  • Prepares financial summaries for monthly review with the department chair and Business Officer.

  • Works with confidential reports, budgets, and payroll authorization.

  • Analyses and monitors accounts in the Workday accounting system.

  • Responsible for providing training of faculty within the department in fiscal policies and procedures.

  • Assists in planning and arranging travel accommodations for faculty, students and visitors.

  • Oversees the expenditure control for all travel requests and submits expense reimbursements,

  • Prepares purchase order requisitions, reconciles purchasing card transactions, and submits Facilities and Telecom work orders for the department.

  • Responsible for accuracy, timeliness, and compliance with departmental, school, and university policies and procedures.

  • Responsible for negotiating vendor pricing and services and making purchase decisions of office supplies and maintaining inventory.

Personnel Support                                          25%

  • Directs student assistants, i.e., monitors attendance and performance. Establishes priorities and ensures that tasks are assigned appropriately. Ensures students receive appropriate training and instructions relative to their responsibilities.

  • Coordinates all personnel actions and paperwork for the department.

  • Departmental liaison with facilities administration and housekeeping to ensure the departmental facilities are appropriately maintained.

  • Identifies problems and informs the department chair of major problems that require his/her action or funding from outside the department.

Administrative Support                                   10%

  • Provides administrative support to the department chair, assisting with confidential matters regarding students and faculty.

  • Initiates reports/correspondence, both internally & externally on behalf of the department chair.

  • Assists the department chair with the annual faculty reappointment, promotion, and tenure process.

  • Assists with the faculty recruitment process.

  • Coordinates meetings, compile files, prepares confidential correspondence

  • Ensures compliance with University policies regarding faculty searches (affirmative action, Dean’s office, etc.) and maintains appropriate files and documentation. below)

  • Coordinates, analyzes and recommends changes in the administrative activities and procedures which may include personnel, budget preparation, and record maintenance and drafts changes as needed.

  • Coordinates special projects and events on an ad hoc basis as assigned, including recitals, performances, etc.

Other duties as assigned                                 5%

Minimum Qualifications:

  • High school diploma or equivalent.

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

Skills & Abilities:

  • Ability to communicate with all levels of employees; customer-oriented

  • Skills in assessing, organizing, prioritizing multiple tasks, project

  • Strong skills in written and verbal communication

  • Ability to lead, motivate and direct others

  • Knowledge of MS suite (Word, Excel, PowerPoint)

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 time

Employee Type:


Pay Grade: