Manager of Building Operations and Events
University of Miami

Job Info

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The Manager of Building Operations and Events at Miami Herbert oversees all business, administrative, and operational matters for the assigned department, including strategic planning, budget management, and program coordination. In addition to managing budgetary controls in partnership with various levels of management, this role is responsible for the strategy, planning, and execution of meetings, special events, and building operations at the Miami Herbert Business School. The Manager ensures that all events, whether onsite or virtual, meet timelines, exceed expectations, and align with the University's strategic goals. The role also ensures the effective functioning of facilities, providing a safe and efficient working environment by employing best business practices to manage resources, services, and processes. Reporting to the Executive Director and MHBS leadership, the Manager will align all event and facility service needs with the school's strategic objectives.

CORE JOB FUNCTIONS

Manages, implements, coordinates, plans and evaluates the business operations for the department/division, which may include managerial reporting, budget support, capital planning, and process improvement. Develops and ensures adherence to department's annual budget, in accordance with University guidelines and policies. Participates in analysis and planning including monitoring and reporting on monthly budget variances and opportunities to improve performance. Advances strategic plan and makes recommendations to senior management on how to best execute the department's plan. Formulates department policies and guidelines to carry out the University and department mission. Oversees the review, approval and reporting of all expenditures. Reviews and approves financial transactions. Creates and manages support systems to ensure availability of cost effective supplies, equipment, and management information. Monitors contractual obligations and ensures consistency with departmental budget, goals, and programmatic initiatives. Evaluates existing internal controls and approval processes and makes recommendations on how to improve fiscal integrity and operational efficiency. 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.

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:

Bachelor's degree in relevant field

Certification and Licensing:

Not Applicable

Experience:

Minimum 3 years of relevant experience

Knowledge, Skills and Attitudes:

• Ability to communicate effectively in both oral and written form.
• Ability to maintain effective interpersonal relationships.
• Ability to manage a budget and work within the constraints of that budget.
• Ability to direct, manage, implement, and evaluate department operations.
• Ability to effectively plan, delegate and/or supervise the work of others.
• Proficiency in computer software (i.e., Microsoft Office).

DEPARTMENT ADDENDUM

Department Specific Functions

Key Responsibilities:

1. Operational Planning & Management

• Manage and coordinate the department's business operations, including monthly reporting, budget management, capital planning, and process improvements.
• Monitor adherence to the department's annual budget, evaluate monthly variances, and propose performance-improving strategies.
• Develop departmental policies and guidelines in alignment with the University's mission and strategic goals.
• Oversee expenditure reviews, ensuring fiscal responsibility for the Events and Facilities Department.
• Evaluate internal controls and recommend enhancements to improve operational efficiency.
• Assist with onboarding new staff, ensuring smooth transition processes and logistics.

2. Access Control & Space Planning

• Serve as a Super User for security-related systems (e.g., locks, programming), ensuring effective access control for MHBS faculty and staff.
• Coordinate office moves and space allocations, working closely with Space Planning and central offices to ensure logistical alignment with faculty and staff requirements.

3. Facility & Physical Plant Management

• Oversee physical plant projects, such as equipment installations, and manage faculty offboarding processes, including updating office signage.
• Coordinate with relevant departments to manage infrastructure modifications and ensure facilities are well-maintained.

4. Standard Operating Procedures (SOPs)

• Create and maintain SOPs to ensure operational efficiency, safety, and compliance with University policies and industry standards.

5. Event Coordination & Leadership

• Collaborate with the Executive Director to co-lead the planning and execution of large scale departmental events, such as supporting conferences for Health, Real Estate, Economics, and other topics.
• Manage all aspects of event planning, including venue selection, budgeting, logistics, vendor coordination, and participant accommodation.
• Ensure events meet high standards of quality while maintaining cost-efficiency.
• Act as a liaison with key internal and external stakeholders, including Central University Communications and alumni relations, to ensure smooth execution of events.

6. Compliance & Risk Management

• Establish and regularly assess the effectiveness of internal controls within the department to ensure compliance with University policies.
• Provide training to employees on internal controls and ensure adherence to relevant operational standards.

7. Building Operations Management

• Oversee contracts and project estimates for MHBS building modifications and infrastructure projects.
• Manage collaborations with Facilities, IT, and Telecommunications to execute space planning and office moves seamlessly.
• Lead initiatives focused on sustainability, including coordinating efforts with the University's Office of Sustainability (LEED, WELL certifications).
• Maintain and regularly update the MHBS Disaster Recovery Plan in coordination with the Facilities staff.

8. Space Scheduling and Planning

• Support the scheduling of non-academic MHBS spaces and manage the rental and facilities use processes.

Department Specific Qualifications

Education:

• Bachelor's degree

Certification and Licensing:

N/A

Experience:

• A minimum of 5 years of experience in operations management, preferably in an academic or corporate environment.

Knowledge, Skills and Attitudes:

• Experience in budget management and capital planning.
• Excellent project management skills, particularly in event coordination and facility operations.
• Strong interpersonal and communication skills, with the ability to liaise effectively with internal and external stakeholders.

Preferred Skills:

• Experience with security systems and access control management.
• Experience in managing large-scale office moves and space planning projects.
• Familiarity with University policies and procedures regarding budget, facilities, and event management.

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:StaffPay Grade:A10

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