Manager, Administrative Operations

University of Miami•Miami, FL

1d•Hybrid

About The Position

The Manager, Administrative Operations of the Department of Biochemistry and Molecular Biology 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. This role ensures all administrative operations run smoothly and efficiently, coordinates, plans and directs services which support the running of the department, and plans and coordinates the duties of staff in addition to analyzing complex administrative concerns. The Manager develops and implements department processes, recruits and trains office support staff, and manages staff in the day-to-day performance of their jobs. They ensure projects, department milestones/goals are met and adhere to approved budgets, purchase and maintain office equipment and supplies, track and analyze operational costs, and coordinate delivery of office services with other departments. The Manager establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures, and ensures employees are trained on controls within the function and on University policy and procedures. This position reports to the Departmental Chair and Department’s Senior Administrative Officer, primarily exercises discretion and independent judgment in daily activities, and completes special assignments for the BMB Department Chair. They will also provide administrative support to the BMB Graduate Program Director, contact or respond to contacts from high-ranking individuals inside or outside the corporation, and may involve unique situations where each contact must be handled differently, using judgment and discretion. The Manager reads outgoing correspondence for executive approval and alerts writers to any conflicts or departure from policies or the executive’s viewpoint. They will process visas for scholars and others visiting the Dept Chair’s Research Lab, work on patent applications, interpret requests, deciding whether the executive should be notified of important or emergency matters, and interpret and adapt guidelines, including unwritten policies, precedents, and practices. They issue and interpret operating policies, assist executive administrative details, often of a confidential nature, and assist the Department with organization of Seminars, Student Defenses and Special Projects. The role approves purchasing orders for Department Chair’s laboratories and research staff, analyzes operating practices such as record keeping, forms control, office layout, or workflow, and recommends changes as needed. They perform administrative functions such as composing or dictating correspondence, scheduling appointments, etc., maintain calendars, type, provide routine and general clerical support to the Department’s Chair and Research Team, answer telephones, take messages, answer routine questions, and transfer calls to appropriate individuals. They greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs. The Manager orders office supplies, composes correspondence or selects standardized formats, prepares financial forms, reconciles PCARDs, and puts together budgets for projects. They assist the Chair in proposal development and preparation of manuscripts, articles for science journals and manuscripts, and keep the Bio sketch of the Chair up to date. They also make and manage travel arrangements for the Chair and her research staff as well as for the Vice Chair of Research.

Requirements

Minimum of a bachelor’s degree.
Minimum 3 years of 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 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.
Excellent interpersonal and communication skills.
Must have excellent English speaking skills; both written and oral.
Attention to detail.
Ability to multi task with ease.
Must be proficient with Word.
Must know Power Point.
Must know Excel.

Nice To Haves

Master’s Preferred.

Responsibilities

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.
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.
Reports to Departmental Chair and Department’s Senior Administrative Officer.
Primarily exercises discretion and independent judgment in daily activities.
Completes special assignments for BMB Department Chair.
Provides administrative support to, BMB, Graduate Program Director.
Contacts or responds to contacts from high-ranking individuals inside or outside the corporation.
Reads outgoing correspondence for executive approval and alert writers to any conflicts or departure from policies or the executive’s viewpoint.
Processes visas for scholars and others visiting Dept Chair’s Research Lab.
Works on patent applications.
Interprets requests, deciding whether executive should be notified of important or emergency matters.
Interprets and adapts guidelines, including unwritten policies, precedents, and practices.
Issues and interprets operating policies.
Assists executive administrative details, often of a confidential nature.
Assists the Department with organization of Seminars, Student Defenses and Special Projects.
Approves purchasing orders for Department Chair’s laboratories and research staff.
Analyzes operating practices such as record keeping, forms control, office layout, or workflow, and recommend changes as needed.
Performs administrative functions such as composing or dictating correspondence, scheduling appointments, etc.
Maintains calendar, types, provides routine and general clerical to Department’s Chair and Research Team.
Answers telephones, take messages, answers routine questions, and transfer calls to appropriate individuals.
Greets visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
Orders office supplies.
Composes correspondence or selects standardized formats.
Prepares financial forms.
Reconciliation of PCARD.
Puts together budgets for projects.
Performs other duties as assigned.
Assists Chair in proposal development and preparation of manuscripts, articles for science journals and manuscripts.
Keeps Bio sketch of Chair up to date.
Makes and manages travel arrangements for Chair and her research staff as well as for the Vice Chair of Research.