Manager, Administrative Operations

University of Miami•Miami, FL

19d•Onsite

About The Position

The Department of Executive Dean for Research at the University of Miami is hiring a full-time Manager, Administrative Operations to work on-site in Miami, Florida. The role oversees the day-to-day administrative and operational functions of the Executive Dean for Research Office (EDRO), providing executive support, managing administrative programs and office operations, overseeing communications and operational processes, and developing and implementing standard operating procedures. The Manager serves as a central resource for administrative operations to help ensure efficient service delivery, operational consistency, and support for EDRO’s research, transformation, and strategic initiatives. The position oversees office activities and services, including office staff supervision, with the goal of maximizing productivity and controlling expenses. It develops procedures and policies for administrative work such as records maintenance, document preparation, mail distribution, reception, and other internal operations. The Manager also coordinates department services, manages staff and operational costs, maintains office equipment and supplies, and ensures compliance with University policies and internal controls.

Requirements

High school diploma or equivalent/relevant experience, certification, or license.
Minimum 5 years of relevant experience required in the core qualifications.
Knowledge of operational management and optimizing day-to-day operations and processes.
Ability to implement strategies that improve organizational effectiveness and engagement and manage change.
Knowledge of financial operations and management.
Ability to create and maintain a cohesive, productive team environment, build positive working relationships, and 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 listed as required in the department 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.
Minimum three years of relevant experience is stated in the department preferred qualifications.

Responsibilities

Ensure administrative operations run smoothly and efficiently.
Coordinate, plan, and direct services that support the department’s operations.
Plan and coordinate staff duties and analyze complex administrative concerns.
Develop and implement department processes and standard operating procedures, guidelines, and workflows.
Recruit and train office support staff; manage staff in their day-to-day work.
Ensure projects and department milestones and goals are met within 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.
Coordinate delivery of office services with other departments and University partners.
Assess internal controls and compliance with University policies and procedures, and ensure employees are trained on applicable controls and policies.
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 by coordinating requests, scheduling consultations, maintaining records, and supporting faculty participants.
Manage the [email protected] mailbox by triaging inquiries, routing requests, tracking responses, and ensuring timely follow-up.
Lead EDRO communications across the MedResearch listserv, Teams channel, newsletter, and office announcements; maintain distribution lists and coordinate content and schedules.
Conduct quarterly reviews of the EDRO website 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 receipts and supporting documentation in accordance with University policy.
Coordinate procurement, replacement planning, inventory controls, and technology needs with IT, Procurement, and other University partners.
Manage executive-sponsored projects and special assignments by monitoring milestones, coordinating stakeholders, and driving timely completion.
Lead planning and execution of annual and ad hoc EDRO events, including all-staff and holiday events, overseeing logistics, communications, vendors, budgets, and day-of coordination.