Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here (https://www.myworkday.com/umiami/d/task/1422$7248.htmld) to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet (https://my.it.miami.edu/wda/erpsec/tipsheets/ER\_eRecruiting\_ApplyforaJob.pdf) . Frost School of Music’s Frost Preparatory Program is searching for an Office Manager to join its team. This position manages the operational aspects of both the semester and summer programs within the Frost School of Music Preparatory Program department including the summer programs. This role serves as a liaison between the teachers, staff, parents, and the general community. Responsibilities encompass program personal management, fiscal stewardship, and administrative tasks, all with the keen focus on optimizing workflow and upholding established standards of excellence. Requires flexible hours and occasional weekends and nights. Primary Duties and Responsibilities: Office Management 30%o Manages the day-to-day administrative function of the Frost Preparatory Programs. Evaluates and prioritizes work appropriately to ensure objectives and deadlines are met.o Reviews administrative procedures and makes recommendations for improvements, with a focus on new technology, training, and administrative systems.o Initiates action to resolve problems and handle various requests; elevates appropriate matters to the attention of the Program Director or Business Officer.o Serves as the system administrator of the Opus 1.io the music management platform repository including managing registration updates and billing.o Provides administrative support the Frost Chopin Academy and Festival, including contract management, purchasing supplies, travel accommodations, reconciliation, and reimbursement.o Assists in coordination of special projects and events on an ad hoc basis as assigned, including recitals, performances, orientations, registrations, etc.o Responds to inquiries on policy and procedures from various constituencies or directs to appropriate individuals within the school.o Ensures compliance with departmental and university policies and procedures.o Collaborates with other departmental leaders to establish organizational goals, strategic plans, and objectives. Fiscal Management 40%o Ensures payroll properly reflects regular hours, overtime, and salary adjustments as per program policies and relevant UM & federal regulations.o Reconciles Stripe revenue and bank fees posted in Workday against Opus 1.io on a monthly basis and resolve any discrepancies.o Oversees of payroll input into Workday for part-time teachers and student employees, in accordance with payroll processing deadlines. Works with the Program Director to address and resolve any payroll-related inquiries or discrepancies.o Initiates various Ad Hoc bank transactions in Workday, including wire transfers, ACH transfers, and check requests, and maintains accurate records including transaction details, approvals, and supporting documentation.o Assists the Program Director with the preparation and maintenance of the annual budgets.o Ensures program budgets comply with UM and/or federal agency guidelines.o Provides budgetary analysis and ensures expenditures do not exceed established budgeted levels; works with the Program Director and/or Business Officer to identify alternative sources if additional funding is needed.o Prepares financial summaries for monthly review with the Program Director and Business Officer.o Maintains detailed records of reconciliation activities, including explanations for any variances.o Works with confidential reports, budgets, and payroll authorization.o Reconciles procurement and/or travel card transactions and submit expense reimbursements on behalf of the Program Director.o Prepares purchase order requisitions, reconciles purchasing card transactions, and submits Facilities and Telecom service requests for the department.o Responsible for accuracy, timeliness, and compliance with program, school, and university policies and procedures.o Responsible for purchasing supplies and maintaining program inventory. Administrative Support 25%o Assists in the hiring process of teachers for the Frost Preparatory Programs, including I9 verification and supporting Level 2 background checks.o Serves as HR liaison and works closely with HR recruiters to ensure employees have completed background clearance, including Level 2 background checks when required.o Provides administrative support to the Program Director, assisting with confidential matters regarding families and teachers.o Assists in planning and arranging travel accommodations for guests artists and the Program Director as needed. Other duties as assigned 5% Minimum Qualifications: + High school diploma. Associate's degree from an accredited institution preferred. + Minimum 5 years of relevant work experience. Any relevant education, certifications and/or work experience may be considered. Skills & Abilities:o Exceptional communication skills, capable of effectively engaging with individuals at all organizational levels, with a strong customer-focused approach.o Proficient in assessing, organizing, and prioritizing multiple tasks and projects, ensuring efficient task management.o Strong financial analysis abilities, enabling effective financial planning and decision-making.o Outstanding written and verbal communication skills, facilitating clear and persuasive communication.o Proven leadership abilities, with the ability to motivate and direct team members to achieve organizational objectives.o Proficient in utilizing MS and Google Suite including knowledge of Word, Excel, PowerPoint, and Google equivalent, to enhance workflow efficiency and data analyses. 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 (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information. Job Status: Full time Employee Type: Staff Pay Grade: A7