Manager, Business Operations

University of Miami - Cape Coral, FL

Full-time - Mid Level

Cape Coral, FL

Educational Services

About the position

The Manager, Business Operations for the Office of Interdisciplinary and Professional Studies (IPS) at the University of Miami is a pivotal role that involves independently planning, implementing, and overseeing the administrative operations of this dynamic unit. Reporting to the Executive Director of IPS, the manager will be responsible for a wide range of fiscal and administrative duties, ensuring that the office operates efficiently and effectively. This includes managing financial responsibilities, budget development, personnel management, and space and facilities planning. The manager will also be tasked with interpreting and disseminating policies, ensuring compliance with university regulations, and coordinating special projects and events as needed. In the operations aspect, the manager will direct and coordinate the daily administrative functions of the IPS Office, developing internal procedures to facilitate effective communication and transaction flow between the office and program directors. The role requires a proactive approach to reviewing office practices and implementing improvements, particularly in leveraging new technologies and administrative systems. The manager will serve as a resource for university policies and procedures, recommending and implementing new policies to enhance operational efficiency. On the fiscal side, the manager will collaborate with program directors and the finance team to develop annual budgets, monitor contractual obligations, and prepare financial summaries. This includes analyzing data and trends, making recommendations for improvements, and ensuring adherence to departmental budgets in line with university guidelines. The manager will also oversee the review and approval of financial transactions, ensuring that expenditures do not exceed budgeted levels and identifying alternative funding sources when necessary. In terms of personnel management, the manager will supervise student assistants, coordinate personnel actions, and advise on disciplinary actions as needed. The role also involves providing administrative support for faculty recruitment and ensuring compliance with university policies regarding hiring processes. Overall, the Manager, Business Operations will play a crucial role in supporting the mission of the IPS Office and contributing to the success of the College of Arts and Sciences.

Responsibilities

• 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.
• Reviews office practices and implements recommendations for improvement, especially to take advantage of new technology, training, and administrative systems.
• Serves as a resource person for university and college policies and procedures, recommending and implementing new policies for efficient operation.
• Ensures compliance with the IPS Office, College, and university policies and procedures.
• Coordinates special projects and events on an ad hoc basis as assigned.
• Works with program directors and finance team on the development of annual budgets, including operating budgets and grant activity.
• Directs, implements, coordinates, plans, and evaluates business operations for the IPS Office.
• Develops and ensures adherence to departmental annual budgets in accordance with university guidelines.
• Monitors contractual obligations and ensures consistency with budget and programmatic initiatives.
• Identifies problems and opportunities, prepares financial summaries, and makes recommendations as appropriate.
• Assists in developing short and long-term operational plans for the IPS Office.
• Participates in financial analysis and planning, monitoring and reporting on monthly budget variances.
• Creates, reviews, facilitates, and submits all purchases and reimbursements for the IPS Office.
• Oversees the review, approval, and reporting of all revenues and expenditures.
• Evaluates existing internal controls and approval processes, making recommendations for improvement.
• Implements human resource actions in coordination with the College of Arts and Sciences Director of Human Resources.
• Serves as point of contact for IPS Program Directors and staff regarding university financial systems.
• Maintains expert user status in financial systems and works with confidential reports and budgets.
• Manages month-end and fiscal year-end closing and accounting processes.
• Responsible for Unrelated Business Income reporting.
• Assists in the preparation of grant/award proposals, ensuring compliance with policies and procedures.

Requirements

• Bachelor's degree in a relevant field.
• Minimum 3 years of relevant experience.
• Ability to communicate effectively in both oral and written form.
• Ability to maintain effective interpersonal relationships.
• Ability to manage a budget and work within its constraints.
• Ability to direct, manage, implement, and evaluate department operations.
• Ability to effectively plan, delegate, and supervise the work of others.
• Proficiency in computer software (i.e., Microsoft Office).