Manager, Administrative Operations

University of Miami•Miami, FL

1d•Onsite

About The Position

The University of Miami/UHealth Medical Training Lab has an exciting opportunity for a temporary, full time Manager, Administrative Operations to work in Miami, FL. 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. The Gordon Center for Simulation and Innovation in Medical Education is recruiting for a Manager, Administrative Operations to assist the Assistant Director of the Gordon Center and Director of its largest training division of Prehospital and Emergency Training. The Manager, Administrative Operations leads the broad scope of executive support-related activities and/or special projects for top-level leadership and their functional area(s) to facilitate the efficient operations of the office and function. Responsible for schedule management, office management, travel arrangements, communications, information preparation, and data management. This role represents the executive and their interests to others. The Manager, Administrative Operations has delegated authority regarding matters of significance. The Manager, Administrative Operations also assists in the development initiatives and relationships with donors. Reports to and supports top-level leadership (Executive Director and above) and their division(s) with high-level executive support. Acts as executive liaison and advises others of the executive's activities and views on policies or issues, using judgment and discretion. Manages executive's calendar and approves/declines meeting requests on behalf of the executive to ensure schedule is aligned to meet upcoming deadlines and/or priorities. Coordinates with Gordon Center Team, UMMSM, UHealth and external organizations to arrange important meetings for Gordon Center leadership. Prioritizes meetings for executives to include the rescheduling and/or cancellation of other high-level meetings. Manages executive’s travel arrangements and budget for off-site courses, conferences, presentations, and meetings. Prepares and submits documents for reimbursement of travel expenses, including but not limited to, gathering all pertinent receipts, and submission of required information to administrative office for processing. Supports executive with deadlines for organization and health system requirements related to clinical duties, licensing, and other professional requirements. Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various divisions or meeting on behalf of the executive. Draft correspondence and other documentation as needed. Proofreads prepared materials for clarity and accuracy. Ensures executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls. Uses independent judgement to respond on behalf of the executive, ensuring the confidential handling of information, correspondence, and communications, including incoming, outgoing, and electronic communications on behalf of executive. Prioritizes and manages multiple projects and/or special assignments championed by the executive. Assist with the execution of development initiatives for the Gordon Center including donor recognition, fundraising letters, and special events. Leads the planning of annual or ad-hoc special events. Trains and supervises lower-level clerical staff as needed. Adheres to University and unit-level policies and procedures and safeguards University assets. Attends division and other high-level meetings and takes detailed minutes, as needed. Develops and maintains division filing system for important documents, including digital organization Adheres to University and unit-level policies and procedures and safeguards University assets. Offers center-wide support services as needed. Excels in a fast-paced environment.

Requirements

High School Diploma or equivalent/relevant experience, certification or license
Minimum 5 years of relevant experience required
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.

Responsibilities

Ensures all administrative operations run smoothly and efficiently.
Coordinates, plans and directs services which support the running of the department.
Plans and coordinates the duties of staff in addition to analyzes complex administrative concerns.
Develops and implements department processes.
Recruits and trains office support staff.
Manages staff in the day-to-day performance of their jobs.
Ensures projects, department milestones/goals are met and adheres to approved budgets.
Purchases and maintains office equipment and supplies.
Tracks and analyzes operational costs.
Coordinates delivery of office services with 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.
Leads the broad scope of executive support-related activities and/or special projects for top-level leadership and their functional area(s) to facilitate the efficient operations of the office and function.
Responsible for schedule management, office management, travel arrangements, communications, information preparation, and data management.
Represents the executive and their interests to others.
Assists in the development initiatives and relationships with donors.
Supports top-level leadership (Executive Director and above) and their division(s) with high-level executive support.
Acts as executive liaison and advises others of the executive's activities and views on policies or issues, using judgment and discretion.
Manages executive's calendar and approves/declines meeting requests on behalf of the executive to ensure schedule is aligned to meet upcoming deadlines and/or priorities.
Coordinates with Gordon Center Team, UMMSM, UHealth and external organizations to arrange important meetings for Gordon Center leadership.
Prioritizes meetings for executives to include the rescheduling and/or cancellation of other high-level meetings.
Manages executive’s travel arrangements and budget for off-site courses, conferences, presentations, and meetings.
Prepares and submits documents for reimbursement of travel expenses, including but not limited to, gathering all pertinent receipts, and submission of required information to administrative office for processing.
Supports executive with deadlines for organization and health system requirements related to clinical duties, licensing, and other professional requirements.
Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various divisions or meeting on behalf of the executive.
Draft correspondence and other documentation as needed.
Proofreads prepared materials for clarity and accuracy.
Ensures executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls.
Uses independent judgement to respond on behalf of the executive, ensuring the confidential handling of information, correspondence, and communications, including incoming, outgoing, and electronic communications on behalf of executive.
Prioritizes and manages multiple projects and/or special assignments championed by the executive.
Assist with the execution of development initiatives for the Gordon Center including donor recognition, fundraising letters, and special events.
Leads the planning of annual or ad-hoc special events.
Trains and supervises lower-level clerical staff as needed.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Attends division and other high-level meetings and takes detailed minutes, as needed.
Develops and maintains division filing system for important documents, including digital organization.
Offers center-wide support services as needed.