Manager, Administrative Operations

University of Miami•Miami, FL

22h•Hybrid

About The Position

The Department of Biochemistry & Molecular Biology at the University of Miami Health System is seeking a full-time Manager, Administrative Operations to work hybrid in Miami, FL. This role oversees office activities and services, including supervising office staff, to achieve maximum productivity and expense control. The Manager develops procedures and policies for administrative activities such as records maintenance, document preparation, mail distribution, reception, and other related internal operations.

Requirements

Minimum of a bachelor’s degree.
Minimum 3 years of experience.
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 and Excel.

Nice To Haves

Master's degree preferred.

Responsibilities

Ensures all administrative operations run smoothly and efficiently.
Coordinates, plans, and directs services that support the running of the department.
Plans and coordinates the duties of staff in addition to analyzing 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 and 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 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.
Completes special assignments for BMB Department Chair.
Provides administrative support to the 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 alerts writers to any conflicts or departure from policies or the executive’s viewpoint.
Processes visas for scholars and others visiting the 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 with 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 recommends changes as needed.
Performs administrative functions such as composing or dictating correspondence, scheduling appointments, etc.
Maintains calendar, types, and provides routine and general clerical support to the Department’s Chair and Research Team.
Answers telephones, takes messages, answers routine questions, and transfers calls to appropriate individuals.
Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs.
Orders office supplies.
Composes correspondence or selects standardized formats.
Prepares financial forms; reconciliation of PCARD, and will put 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.