Director, Administrative Operations

University of Miami-posted about 2 months ago
Full-time • Director
Miami, FL
5,001-10,000 employees
Educational Services
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The Director, Administrative Operations directs and oversees various administrative functions, including clerical services, office space, equipment and supplies, vendor management, and/or other support services. Manages functions through managers and supervisors. Tracks and ensures compliance with capital and operating budgets. Manages a departmental sub-function within a broader departmental function.

  • Directs the administrative and financial support of the department.
  • Provides long-term strategic planning, overseeing of daily operations, delegating tasks to staff and manages personnel.
  • Plans and coordinates the duties of staff in addition to analyzes complex administrative concerns.
  • Provides advice and development and recommendation of administration policy Serves as principal liaison and representative for personnel and financial matters.
  • Represents the assigned department in committees and meetings.
  • Manages administrative budgets and negotiates contracts and agreements with vendors.
  • Implements department human resources actions, which may include hiring, terminations, salary etc.
  • Recruits, trains and prepares performance reports for staff.
  • Prepares both internal and external reports for departmental use.
  • Maintains corporate relationships and monitors operating expenses.
  • Liaises with HR and other departments.
  • 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.
  • Direct and oversee departmental space planning, allocation, and facilities management to ensure optimal utilization, safety, and compliance with institutional standards.
  • Supervise department staff and provide guidance to the Senior Project Coordinator in managing, monitoring, and escalating facilities-related requests.
  • Coordinate clinical, research, education, and administrative space moves, remodels, and renovations in collaboration with institutional space and facilities teams.
  • Manage office setup and logistical support for new faculty and staff, including space assignments, equipment, and supply needs.
  • Develop and maintain departmental policies and SOPs related to facilities and space operations.
  • Staff and support related committees, task forces, and working groups.
  • Serve as departmental liaison to institutional space and facilities, safety, and supply chain offices to ensure timely issue resolution and policy adherence.
  • Provide leadership and oversight of all faculty and staff HR and faculty affairs functions, ensuring compliance with institutional and regulatory standards.
  • Partner with central HR and Faculty Affairs offices to manage recruitment, hiring, credentialing, onboarding, performance management, compensation actions, and terminations.
  • Oversee immigration and visa processes for faculty and staff in collaboration with institutional offices.
  • Coordinate annual faculty evaluation processes, appointment tracking, and APT Committee operations.
  • Develop, maintain, and communicate departmental HR and Faculty Affairs policies, procedures, and SOPs.
  • Support department wellness, engagement, and belonging initiatives including managing staff recognition and professional faculty development programs.
  • Ensure departmental compliance with mandatory trainings, health, and regulatory requirements.
  • Prepare official correspondence, including announcements, letters, and communications as requested by the Chairs office.
  • Supervise HR and Faculty Affairs staff, providing mentorship, goal setting, and professional development opportunities.
  • Oversee departmental committee operations, meeting logistics, and event planning related to faculty and staff programs.
  • Oversee the preparation, review, and execution of departmental contracts, MOUs, and related business agreements.
  • Collaborate with strategy and finance teams to develop business plans and proformas for contract proposals and renewals.
  • Ensure compliance with institutional contracting policies and procedures, including financial and regulatory review processes.
  • Oversee contract tracking, reporting, and compliance review (including FFPE analysis).
  • Act as the departmental representative in communicating with clients, vendors, and other stakeholders in the contract process.
  • Supervise staff involved in contract administration and maintain SOPs and policy documentation for this function.
  • Staff and support related committees, task forces, and working groups.
  • Direct the administrative support infrastructure of the department, supervising administrative assistants and support personnel.
  • Oversee workload distribution, training, and performance management to ensure effective office operations.
  • Implement standard administrative procedures and internal controls to promote efficiency and compliance.
  • Maintain up-to-date policies, SOPs, and process documentation.
  • Staff and support related committees and initiatives to enhance administrative excellence and service delivery.
  • Collaborate with the Vice Chair for Business Development and Innovation to advance departmental strategies and initiatives.
  • Support strategic partnerships, innovation programs, and outreach activities, including coordination of innovation mixers and related events.
  • Provide administrative and project management support for new initiatives and business ventures.
  • Supervise staff supporting innovation programs and ensure alignment with institutional strategy.
  • Develop policies, procedures, and documentation supporting innovation and business development activities.
  • Partner with the Office of Development to identify and support philanthropic opportunities for the department.
  • Lead departmental engagement efforts in institutional giving programs (e.g., Dolphins Cancer Challenge, United Way Campaign).
  • Coordinate development-related communications, events, and donor outreach activities.
  • Oversee staff participation in development functions and maintain relevant SOPs and policy documents.
  • Support the Development Committee and other related initiatives promoting donor engagement and community relations.
  • Design, implement, and oversee faculty mentoring and career development programs that support academic advancement, leadership growth, and professional success.
  • Partner with the Chair, Vice Chairs, and Division Chiefs to identify mentoring needs and match faculty with appropriate mentors or development resources.
  • Coordinate onboarding and continuing orientation for new and existing faculty, emphasizing academic expectations, research support, teaching opportunities, and promotion pathways.
  • Develop and manage workshops, retreats, and seminars that foster mentorship engagement, leadership skills, and academic collaboration.
  • Track and report on mentoring participation, outcomes, and faculty progress toward promotion and career milestones.
  • Collaborate with Central Faculty Affairs, the Office of Professional Development, and institutional leadership to ensure alignment with university-wide mentoring initiatives.
  • Support diversity, equity, inclusion, and belonging goals within faculty development activities.
  • Maintain documentation, resources, and SOPs related to faculty mentoring and professional development programs.
  • Staff and support departmental committees and task forces dedicated to faculty advancement and career development.
  • Provide strategic direction and operational oversight for all administrative functions within the department.
  • Supervise cross-functional teams, fostering collaboration and efficiency across units.
  • Establish performance goals and metrics for administrative operations, monitoring progress and ensuring accountability.
  • Serve as a key liaison between departmental leadership, institutional offices, and external partners on administrative matters.
  • Ensure compliance with all University policies, accreditation standards, and regulatory requirements.
  • Drive continuous improvement through process evaluation, innovation, and implementation of best practices.
  • Lead by example, promoting professionalism, teamwork, and a culture of excellence across the administrative workforce.
  • Contribute to long-term strategic planning and resource optimization initiatives in collaboration with department leadership.
  • Bachelor's Degree in relevant field
  • Minimum 7 years of relevant experience
  • Ability to accurately prepare and maintain records, files, reports and correspondence
  • Ability to communicate effectively in both oral and written form.
  • Ability to maintain effective interpersonal relationships.
  • Ability to lead, motivate, develop and train others.
  • Ability to direct, manage, implement, and evaluate department operations.
  • Ability to effectively plan, delegate and/or supervise the work of others
  • Knowledge of business and management principles.
  • Ability to establish department goals and objectives that support the strategic plan.
  • Any relevant education, certifications and/or work experience may be considered.
  • The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.
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