Manager, Administrative Operations

University of Miami•Miami, FL

18d•Onsite

About The Position

The Manager, Administrative Operations oversees the day-to-day administrative and operational functions of the University of Miami’s Executive Dean for Research Office (EDRO). The role supervises office activities and staff, provides executive support, manages administrative programs and office operations, oversees communications and operational processes, and develops and implements standard operating procedures. It serves as a central resource to support efficient service delivery, operational consistency, and EDRO’s research, transformation, and strategic initiatives. The manager strategically manages the calendar of the AVP, MSOM Research Operations; coordinates meetings and prepares briefing materials; administers the Faculty Development & Mentorship Consultation Service; and manages the [email protected] mailbox. The role also leads EDRO communications, reviews the EDRO website quarterly, supports administrative meetings, processes expense reimbursements and P-Card reconciliations, maintains office inventory, and coordinates procurement and technology needs. It prioritizes executive-sponsored projects and leads the planning and execution of EDRO events. The position is full-time and works on-site in Miami, Florida. Duties may be expanded to include other responsibilities as necessary.

Requirements

High school diploma or equivalent/relevant experience, certification, or license.
Minimum five years of relevant experience required in the core qualifications.
Strong operational management skills, including optimizing day-to-day operations and processes for efficiency and effectiveness.
Ability to implement organizational development strategies that improve effectiveness and engagement and manage change.
Knowledge of financial operations and management.
Ability to build and maintain a cohesive, productive team and positive working relationships, and to collaborate with others.
Proficiency with office software, technology, and relevant computer applications.
Strong verbal and written communication skills.
Ability to develop, implement, and maintain standard operating procedures, workflows, and operational controls.
Strong organizational and project management skills, including managing multiple priorities and deadlines.
Ability to coordinate communications, meetings, events, and administrative programs across diverse stakeholder groups.
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.

Nice To Haves

Bachelor’s degree in business administration, Public Administration, Healthcare Administration, Communications, Higher Education Administration, or a related field is required in the department-specific preferred qualifications.
Minimum three years of relevant experience is stated in the department-specific preferred qualifications.
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.
Experience developing standard operating procedures, managing administrative programs, coordinating multiple stakeholders, and supporting leadership initiatives.

Responsibilities

Ensure administrative operations run smoothly and efficiently.
Coordinate, plan, and direct services that support department operations.
Plan and coordinate staff duties and analyze complex administrative concerns.
Develop and implement department processes, standard operating procedures, guidelines, and workflows.
Recruit and train office support staff, and manage staff performance in day-to-day work.
Ensure projects and department milestones and goals are met while adhering to approved budgets.
Purchase and maintain office equipment and supplies; oversee requisitions and accountability for EDRO technology, equipment, and supply inventory.
Track and analyze operational costs and coordinate office services with other departments.
Establish and assess internal controls, ensure compliance with University policies and procedures, and train employees on relevant controls and policies.
Strategically manage the calendar of the AVP, MSOM Research Operations, including prioritizing, scheduling, rescheduling, and canceling high-level meetings.
Coordinate meetings with internal departments, UMMSM, UHealth, and external organizations; prepare briefing materials, presentations, and updates.
Administer the Faculty Development & Mentorship Consultation Service, including requests, scheduling, records, and participant support.
Manage the [email protected] mailbox by triaging inquiries, routing requests, tracking responses, and ensuring timely follow-up.
Lead EDRO communications through the MedResearch listserv, Teams channel, newsletter, and office announcements; maintain distribution lists and coordinate schedules and content.
Conduct quarterly EDRO website reviews for accuracy, currency, accessibility, and consistency, coordinating updates with content owners.
Attend administrative meetings; prepare agendas and materials, document decisions and action items, and support follow-through.
Prepare and submit expense reimbursements and reconcile P-Card transactions with complete receipts and supporting documentation.
Coordinate procurement, replacement planning, inventory controls, and technology needs with IT, Procurement, and University partners.
Manage executive-sponsored projects and special assignments by monitoring milestones, coordinating stakeholders, and driving timely completion.
Plan and execute annual and ad hoc EDRO events, including all-staff meetings and holiday events, overseeing logistics, communications, vendors, budgets, and day-of coordination.