Manager, Administrative Operations

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The Department of Executive Dean for Research has an exciting opportunity for a full-time, Manager, Administrative Operations to work on-site in Miami, FL.

CORE JOB SUMMARY

The Manager, Administrative Operations oversees office activities and services including the supervision of office staff to achieve maximum productivity and expense control. Develops procedures and policies for administrative activities, such as records maintenance, document preparation, mail distribution, reception, and other related internal operations.

CORE JOB FUNCTIONS

1. Ensures all administrative operations run smoothly and efficiently.

2. Coordinates, plans and directs services which support the running of the department

3. Plans and coordinates the duties of staff in addition to analyzes complex administrative concerns.

4. Develops and implements department processes.

5. Recruits and trains office support staff.

6. Manages staff in the day-to-day performance of their jobs.

7. Ensures projects, department milestones/goals are met and adheres to approved budgets.

8. Purchases and maintains office equipment and supplies.

9. Tracks and analyzes operational costs.

10. Coordinates delivery of office services with other departments.

11. 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:

High School Diploma or equivalent/relevant experience, certification or license

Experience:

Minimum 5 years of relevant experience required

Knowledge, Skills and Abilities:

• Operational Management: Optimizes day-to-day operations and processes for efficiency and effectiveness.
• Organizational Development: Ability to implement strategies to improve organizational effectiveness, engagement, and manage change.
• Financial Oversight: Knowledge of financial operations and management.
• Team Leadership: Ability to create and maintain a cohesive and productive team environment, build positive working relationships and work collaboratively with others.
• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
• Communication: Strong verbal and written communication skills to convey ideas clearly and persuasively.

Department Specific Addendum

DEPARTMENT SPECIFIC JOB SUMMARY

The Manager, Administrative Operations oversees the day-to-day administrative and operational functions of the Executive Dean for Research Office (EDRO). The position provides executive support, manages administrative programs and office operations, oversees communications and operational processes, and leads the development and implementation of standard operating procedures. The role serves as a central resource for administrative operations, helping ensure efficient service delivery, operational consistency, and support for EDRO's growing portfolio of research, transformation, and strategic initiatives.

DEPARTMENT SPECIFIC JOB FUNCTIONS

• Manages the calendar of the AVP, MSOM Research Operations, strategically prioritizing, scheduling, rescheduling, and canceling high-level meetings in alignment with executive priorities and deadlines.
• Coordinates meetings with internal departments, UMMSM, UHealth, and external organizations, and prepares briefing materials, presentations, and relevant updates to ensure executive readiness.
• Administers the Faculty Development & Mentorship Consultation Service, coordinating requests, scheduling consultations, maintaining records, and supporting a responsive experience for faculty participants.
• Manages the medresearch@miami.edu mailbox by triaging inquiries, routing requests to the appropriate staff, tracking responses, and ensuring timely follow-up.
• Leads EDRO communications across the MedResearch listserv, Teams channel, newsletter, and office announcements, maintaining distribution lists, coordinating schedules and content, and ensuring communications are timely, accurate, and aligned with institutional standards.
• Conducts quarterly reviews of the EDRO website for accuracy, currency, accessibility, and consistency, coordinating updates with content owners.
• Attends administrative meetings, prepares agendas and materials as needed, documents decisions and action items, and supports timely follow-through.
• Prepares and submits expense reimbursements and reconciles of P-Card transactions, maintaining complete receipts and supporting documentation in accordance with university policy.
• Assesses administrative operations across the EDRO and develops, implements, and maintains standard operating procedures, guidelines, and workflows to strengthen efficiency, consistency, and service delivery.
• Oversees office requisitions and maintain accountability for EDRO's technology, equipment, and supply inventory. Coordinates procurement, replacement planning, inventory controls, and technology needs with IT, Procurement, and other University partners to ensure operational readiness and uninterrupted support of departmental activities.
• Prioritizes and manages multiple executive-sponsored projects and special assignments, monitoring milestones, coordinating stakeholders, and driving work to timely completion.
• Leads the planning and execution of annual and ad hoc EDRO events, including all-staff meetings and holiday events, overseeing logistics, communications, vendors, budgets, and day-of coordination.

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.

DEPARTMENT PREFERRED QUALIFICATIONS

Education:

Bachelor's degree in business administration, Public Administration, Healthcare Administration, Communications, Higher Education Administration, or a related field required.

Experience:

• Minimum three years of relevant experience required.
• Experience in administrative operations, business operations, executive support, office management, communications, event coordination, process improvement, or program administration within a healthcare, academic, higher education, or research environment preferred.
• Experience developing standard operating procedures, managing administrative programs, coordinating multiple stakeholders, and supporting leadership initiatives preferred.

Knowledge, Skills and Abilities:

• Knowledge of administrative and operational management principles and business process improvement.
• Ability to develop, implement, and maintain standard operating procedures, workflows, and operational controls.
• Strong organizational and project management skills with the ability to manage multiple priorities and deadlines.
• Ability to coordinate communications, meetings, events, and administrative programs across diverse stakeholder groups.
• Strong written and verbal communication skills with attention to detail.
• Proficiency in Microsoft Office, Teams, SharePoint, Workday, and other business systems.
• Ability to analyze operational needs and implement solutions that improve efficiency and service delivery.
• Ability to work independently, exercise sound judgment, maintain confidentiality, and manage sensitive information.
• Strong customer service, problem-solving, and relationship management skills.
• Ability to support executive leadership and coordinate activities across a complex organizational environment.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Job Status:

Full time

Employee Type:

Staff