Office Manager – Business Operations

Job Description

Office Manager, Wellness and Recreation | University of Miami

The Tone:
This is a full-time role at the University of Miami, located in Coral Gables, FL. The University of Miami is a recognized premier research institution and academic health system, dedicated to making a positive impact on students, patients, and communities globally. This position plays a pivotal role in ensuring the efficient and compliant business operations of the Department of Wellness & Recreation, supporting a diverse range of activities and services for the university community. The successful candidate will contribute to a culture of collaboration and service within a large, purpose-driven organization.

The TL;DR
• Role: Full Time
• Type: Staff
• Location: In-person, Coral Gables, FL

• Team: Reports to the Sr. Manager, Business Operations
• Mission: This person owns the compliant and efficient execution of financial, purchasing, and administrative support functions for the Department of Wellness & Recreation.
• Tech Stack: Workday, Innosoft Fusion, Connect2

What You’ll Actually Do
• Purchasing & Procurement: Serve as the departmental buyer, adhering to purchasing policies, facilitating vendor applications, placing orders, ensuring timely delivery, and managing invoice payments.
• Financial Operations & Reconciliation: Reconcile daily credit card deposits ranging from $4,000 to $6,000, investigate discrepancies, prepare journal entries for various transactions, resolve chargebacks, and manage recurring billing and payroll deductions.
• Compliance & Auditing: Enforce PCI compliance and Internal Audit policies by monitoring sales transactions totaling $2.1 million annually, developing auditing procedures for business operations, and maintaining the product catalog in Fusion software for accurate reporting.
• Pro Shop Management: Oversee the Pro Shop’s operations, including product selection, identifying cost-effective suppliers, setting profit margins, maintaining strict inventory controls, and performing weekly inventory audits for annual sales of $45,000.
• HR & Administrative Support: Assist with HR requisitions for full-time and temporary hires, create activity pay for employees and graduate students, process Workday tasks for approximately 500 student employees, and coordinate various departmental meetings and student events.

The Must-Haves
• Background: Bachelor’s degree in Accounting, Finance, or a business-related field, demonstrating a high degree of knowledge in accounting, budgeting, purchasing, and payroll principles.
• Experience: At least one year of professional experience is required, ideally involving financial reconciliation, purchasing, inventory management, or administrative support in a complex environment.
• Skills: Accounting, Budgeting, Purchasing, Payroll Management, Financial Reconciliation, PCI Compliance, Inventory Control, Expense Reporting, Journal Entry Preparation.
• Bonus: Knowledge of University systems such as Workday, Innosoft Fusion, and Connect2.