Manager, Administrative Operations

Administrative Manager

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 judgment, and apply initiative.

Core Job Functions

Executive Administrative Management :

• Manages VPRS's 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 VPRS's 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 supervisor's 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 :

Event and Project Support :

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 : Bachelor's degree preferred.

Experience : Minimum 6 years of relevant experience. Minimum 10 years of relevant experience preferred.

Knowledge, Skills and Attitudes :

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.