Manager, Administrative Operations

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 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 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: 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 Provost’s 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: Bachelor’s 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 recognized as one of the nation’s premier research institutions and academic health systems and is among the largest employers in South Florida. With more than 20,000 faculty and staff, the University is committed to excellence and guided by a mission to positively impact the lives of students, patients, and communities locally and globally. We are dedicated to fostering a culture where every individual feels valued and empowered to contribute meaningfully. United by shared values, the University community works together to build an environment defined by purpose, collaboration, and service. The University of Miami is an Equal Opportunity Employer. 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: Staff 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.