Manager, Business Operations
University of Miami

Job Info

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Supervised by the Executive Director of IPS, the Manager, Business Operations for the Office of Interdisciplinary and Professional Studies (IPS) within the College of Arts and Sciences will independently plan, implement, and oversee the administrative operations for the dynamic unit. This includes overseeing all fiscal and administrative responsibilities, providing overall administrative management and coordination of a variety of business-related functions such as finance, budget, personnel, space and facilities planning, new account administration, maintenance and policy interpretation and dissemination.

OPERATIONS

• Directs, coordinates, and manages the activities and day-to-day administrative functions of the Office of Interdisciplinary and Professional Studies within the College of Arts and Sciences.

• Develops and implements internal procedures to facilitate effective flow of transactions between the IPS Office and Program Directors and their programs.

• In consultation with the Executive Director, reviews office practices and implements recommendations for improvement where possible, especially to take advantage of new technology, training, and administrative systems.

• Serves as resource person for university and college policies and procedures. Recommends and implements new policies and procedures regarding the efficient operation of the IPS office, and teaching/research support activities. Responds to inquiries on policy and procedures from various constituencies.

• Ensures compliance with the IPS Office, College and university policies and procedures.

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

FISCAL

• Works with the program directors, IPS Executive Director, and the CAS finance team on the development of annual budgets including but not limited to operating budgets, designated accounts, and grant activity.

• Directs, implements, coordinates, plans, and evaluates, the business operations for the IPS Office which may include managerial reporting, budget support, capital planning, and process improvement.

• Develops and ensures adherence to departmental annual budgets, in accordance with university guidelines and policies.

• Monitors contractual obligations and ensures consistency with budget, goals, and programmatic initiatives.

• Identifies problems and opportunities, prepares financial summaries for the chairs on a quarterly basis and makes recommendations as appropriate. Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of.

• Assists in developing short and long-term operational plans for the IPS Office including projecting possible levels of support from multiple sources of funding.

• Participates in financial analysis and planning including monitoring and reporting on monthly budget variances and opportunities to improve performance.

• Creates, reviews, facilitates, and submits all purchases and reimbursements for the IPS Office. Responsible for negotiating vendor pricing and services and makes purchase decisions; under the supervision and advice of the Executive Director, and in consultation with the program directors when appropriate, provides expenditure information on equipment, supplies and other program related expenses.

• Oversees the review, approval, and reporting of all revenues and expenditures. Reviews and approves financial transactions.

• Evaluates existing internal controls and approval processes, makes recommendations on how to improve fiscal integrity and operational efficiency.

• In coordination with the College of Arts and Sciences Director of Human Resources, SBM will implement IPS Office's human resource actions, which may include hiring, terminations, salary, and other.

•Establishes and continuously assesses the effectiveness of the internal controls within the IPS Office and compliance with university policies and procedures. Ensures employees are trained on controls within the function and on university policy and procedures.

• Serves as point of contact for IPS Program Directors and staff with daily inquiries regarding university financial systems and navigation of accounting structure and policies and procedures.

• Maintains expert user status in system.

• Works with confidential reports, budgets, and payroll authorization

• Program Manager (authorized signer) for all financial/personnel documents.

• Works closely with the CAS finance team to ensure proper management of programs and assists with administrative items.

• Manages month end and fiscal year end closing and accounting processes.

• Responsible for Unrelated Business Income reporting.

• Ensures that expenditures on all accounts do not exceed budgeted levels. For needs beyond established budget, works with IPS Executive Director and / or CAS Finance Team to identify alternative sources and/or to request funds.

• Assists in the preparation of grant/award proposals to include compilation of data and preparation of budget projections; monitor and verify expenditures; ensure compliance with university and sponsoring agency policies and procedures and prepare financial and administrative reports for submission to sponsoring agencies.

PERSONNEL

• Supervises student assistants, i.e., monitors attendance, performance, and workflow. Establishes priorities and ensures that tasks are assigned to appropriate individuals.

• In consultation with IPS Executive Director and CAS HR Partner, advises supervisors on steps for progressive disciplinary action.

• Coordinates all personnel actions and paperwork for the IPS Office. Responsible for on-line approvals of payroll papers for the IPS Office and IPS programs as appropriate.

• Identifies problems and informs IPS Executive Director of major problems that require his/her action or funding from outside the IPS Office.

EXECUTIVE DIRECTOR

• Assists the Executive Director with faculty re/appointment of lecturers and hiring of new faculty.

• Oversees and ensures that all procedures are followed in a timely manner and that paperwork is submitted correctly.

• Assists the IPS Executive Director and program directors with the faculty recruitment process for interdisciplinary faculty searches.

• Ensures compliance with College and University policies regarding searches (affirmative action, dean's office, etc.); maintains appropriate back-up and documents.

• Provides administrative support for meetings of the faculty and program directors as needed.

• Other duties as assigned.

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.

MINIMUM QUALIFICATIONS

Education:

Bachelor's degree in relevant field

Experience:

Minimum 3 years of relevant experience. Any relevant education, certifications and/or work experience may be considered.

Knowledge, Skills and Attitudes:

• Ability to communicate effectively in both oral and written form.

• Ability to maintain effective interpersonal relationships.

• Ability to manage a budget and work within the constraints of that budget.

• Ability to direct, manage, implement, and evaluate department operations.

• Ability to effectively plan, delegate and/or supervise the work of others.

• Proficiency in computer software (i.e., Microsoft Office).

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:
Staff

Pay Grade:
A10

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