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University of Miami · 2 months ago

Manager, Administrative Operations

Coral Gables, FL

Full-time

Hybrid

Senior Level

6+ years exp

The University of Miami is recognized as one of the nation’s premier research institutions and academic health systems. The Administrative Manager will lead executive level administrative support activities, manage communications, and oversee special projects for the Vice Provost for Research and Scholarship.

Higher Education

H1B Sponsor Likely

Responsibilities

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

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

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

Qualification

Executive Administrative ManagementCommunication SkillsProject ManagementMicrosoft OfficeConfidential Information HandlingOrganizational SkillsDecision MakingAttention to Detail

Required

Bachelor's degree preferred

Minimum 6 years of relevant experience

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

Preferred

Minimum 10 years of relevant experience

Company

University of Miami

Glassdoor3.9

At UM you'll join a diverse and energized academic community.

Founded in 1925

Coral Gables, fl, US

5001-10000 employees

http://miami.edu

H1B Sponsorship

University of Miami has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (208)

2024 (151)

2023 (149)

2022 (121)

2021 (95)

2020 (114)