Lowe Art Museum - Temporary Office Manager
Job location: Coral Gables, FL
Employment Type: Full-time
Posted data: 2021-02-19
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The Office Manager manages a variety of office functions, including but not limited to clerical work, data maintenance, and department operations. Establishes work procedures and standards to improve efficiency and effectiveness of assigned operations.
Core Job Functions
Manages office operations and procedures; prepares payroll; controls correspondence; designs filing systems; reviews and approves supply requisitions; assigns and monitors clerical functions. Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records. Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement. Develops and implements office policies by establishing standards and procedures, measuring results against standards and making necessary adjustments. Completes operational requirements by scheduling and assigning employees; follows up on work results. Keeps management informed by reviewing and analyzing special reports; summarizing information and identifying trends. Maintains office staff by recruiting, selecting, orienting, and training employees. Evaluates office staff by coaching, counseling, and disciplining employees; plans, monitors, and appraises job results. Achieves financial objectives by assisting with the preparation of the budget, scheduling expenditures, analyzing variances and initiating corrective actions, as necessary. Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures. Ensures employees are trained on controls within the function and on University policy and procedures.
Department Specific Functions for the Lowe Art Museum
Reporting to the Director and Chief Curator, the Office Manager is responsible for the financial management and fiscal oversight of the Lowe Art Museum as well as the organization’s business affairs, including human resources, staffing, infrastructure, buildings and grounds, and Visitor Services. The position serves as a key member of the Museum’s senior management team and supervises two FTE and one PT positions. The Lowe’s Office Manager works closely with the University of Miami/College of Arts & Sciences Offices of Finance and Administration as well as HR and serves as a liaison between the Lowe and IT for office-related needs.
• Ensures that the Lowe’s Director has clear, accurate, and timely information on the operating and financial performance of the Museum.
• Monitors all Museum budgets, including collection, custody, investment, disbursement, and accounting for all Lowe funds.
• Oversees all general ledger transactions and generates financial statements.
• Manages all aspects of cash flow.
• Manages credit card reconciliations in Cash Pro System.
• Responsible for credit card security and privacy; oversee annual audit of this same.
• Provides financial data for grant applications and surveys, as requested.
• Assists the Director/Chief Curator with grant applications and reporting, as required.
• Works with the Director/Chief Curator to develop the Lowe’s annual budget.
• Works with the Controller’s Office on the Museum’s annual audited statement.
• Manages tax reporting (monthly and annual), including UBIT.
• Handles the day-to-day processing, payment, and recording of invoices.
• Manages the production and recording of consulting agreements.
• Serves as equipment manager for all non-exhibition related equipment and technology.
• Oversees day-to-day HR issues, referring more serious matters to A&S HR Director as appropriate.
• Oversees risk management, including insurances and occupational safety.
• Maintains personnel records.
• Prepares and submits payroll.
• Serves as a key member of the Emergency Response Team.
• Other duties, as assigned.
• Ability to work effectively with staff and students.
• Solid experience in finance and human resources.
• Excellent strategic leadership skills.
• Team-building skills with a collaborative management style.
• Creative and innovative problem-solver.
• Superior organizational and time-management skills.
• A professional and resourceful style.
• High integrity and sound judgment.
• Education: Bachelor’s degree
• Experience: Minimum 5 years of relevant experience
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 for additional information.Job Status:Full timeEmployee Type:Temporary - Charge Back (Fixed Term)Pay Grade:c104