Sr. Manager Administrative Operations, Office of the Provost

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CORE JOB SUMMARY

The Sr. Manager, Administrative Operations provides comprehensive administrative and operational support to the Office of the Provost, ensuring seamless execution of day-to-day activities. Manage calendars, coordinate meetings, and serve as a liaison with internal and external stakeholders. Prepare Provost for high-profile events, including commencements, academic ceremonies, faculty gatherings, and special initiatives. Oversee travel arrangements, event communications, and on-site coordination to ensure professional and efficient experience. Support project management initiatives and special programs as assigned by the Provost, contributing to the strategic and operational success of the office.

CORE JOB FUNCTIONS     

• Manage complex calendars, schedule meetings, and coordinate appointments for the Provost and senior academic leadership.

• Draft, edit, and proofread official correspondence, reports, and presentations.

• Maintain confidential records and sensitive information with discretion.

• Prepare briefing materials, talking points, and reports for internal and external meetings.

• Coordinate logistics for meetings, conferences, and site visits, including venue selection, catering, audiovisual, and transportation.

• Work closely with university departments, vendors, and external partners to ensure seamless event execution.

• Develop and maintain event timelines, budgets, and checklists to ensure all details are managed efficiently.

• Ensure all administrative operations run smoothly and efficiently. Evaluates existing internal controls and approval processes and makes recommendations on how to improve fiscal integrity and operational efficiency.

• Coordinate, plan and direct services which support the running of the department.

• Develop and implement department processes.

• Oversee the review, approval and reporting of all expenditures. 

• Manage, implement, coordinate, plan and evaluate the administrative operations for the department/division.

• Ensure project, department milestones/goals are met and adheres to approved budgets.

• Purchase and maintain office equipment and supplies.

• Manage the delivery of services with other departments.

• Establish and continuously assess the effectiveness of the internal controls within the unit and compliance with University policies and procedures. Ensure employees are trained on controls within the function and on University policy and procedures.

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.

Core Qualifications:
Education:
Associate degree in relevant field required

Experience:
Minimum 7 years of relevant experience required

Knowledge, Skills and Abilities:

• Skilled at managing executive level relationships and priorities.

• Ability to accurately prepare and maintain records, files, reports and correspondence.

• Excellent written and verbal communication skills.

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel and PowerPoint).

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

• Knowledge of business and management principles.

This is a core job profile description and is not reflective of all duties that may be assigned to a specific position in each individual department. The above statements are intended to describe the general nature and primary responsibilities of this core job profile. Specific duties and tasks may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge, skills, and abilities required for the job.

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The University of Miami is an Equal Opportunity Employer - Fema