Manager, Administrative Operations

University of Miami Miller School of Medicine • Miami, FL

77d

About The Position

The University of Miami/UHealth department of Neurology has an exciting opportunity for a Full Time Manager, Administrative Operations to work at the UHealth Medical Campus. 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.

Requirements

• High school diploma or equivalent.
• Minimum 5 years of relevant experience preferably in an academic, healthcare environment.
• Scientific background or previous exposure to bibliographic review preferred.

Nice To Haves

• 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.
• Must demonstrate high level of skill with MS Word, Excel, and Outlook calendaring programs.
• The candidate must be pro-active, highly motivated and follow up to completion of assigned projects.
• Must have professional, appropriate appearance and demeanor.
• Must be able to work with high level of autonomy and independence and manage multiple priorities and projects successfully.
• Must demonstrate a high level of organizational and time-management skills as well as ownership and accountability for all responsibilities and activities.
• Must be able to problem-solve complex issues.
• Must be able and willing to work and thrive in a fast-paced environment, and to interact successfully with internal and external customers and co-workers at all levels of the organization.
• Will be expected to represent the Division and the Department with the highest level of professionalism and behavior.

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.
• Provides administrative support to the Chief of the Neuromuscular Division and the Neuromuscular programs (clinical, educational and research).
• Answers phones, triage, and follow-through on messages and information requests from internal and external customers.
• Coordinates general and professional correspondence associated with the faculty member's academic, research and clinical work.
• Copies, faxes and scans documents for distribution, filing, meetings, etc.
• Schedules and coordinates physicians' calendar including interviews, on and off campus meetings, lectures, conferences, departmental meetings, and special programs for patients and faculty.
• Greets faculty guests and visitors and arranges meetings rooms, etc.
• Arranges catering for meetings as needed.
• Prepares and submits leave requests and vacation/leave tracking forms as outlined by Department and University policy.
• Assists with preparation of Centers of Excellence annual reports.
• Works closely with Department's clinical operations staff to ensure seamless coordination between the faculty member's clinical activities and their academic/administrative work.
• Prepares and coordinates travel arrangements including reservations for hotels, air travel and other related arrangements.
• Prepares and submits forms required for reimbursement of travel expenses, including but not limited to, gathering all pertinent receipts, and submission of required information to administrative office for processing.
• Responsible for the maintenance, requisition and submission of supplies for division.
• Makes arrangements for changes, moving or repair of phones, computers, pagers, etc. as needed by faculty members.
• Updates and submits renewals of licenses and DEA. Responsible for membership payments, as well as assist with initial credentialing and re-credentialing.
• Distributes updated documents to appropriate entities internally as well as externally.
• Maintains updated physician's documentation (CME, Boards, certifications, etc.).
• Maintains files and coordinates storage needs for Division.
• Assists in the preparation of manuscripts for submission to journals.
• Prepares images, graphs, tables and PowerPoint presentations. Updates CVs, and assists with grant submissions.
• Coordinates meetings, galas, research related workshops and all divisional activities as needed.
• Supports Department Administrator with other responsibilities.
• Responsible for the logistics/coordination of the CREATE annual meeting as well as any other research related meetings.

Benefits

• Competitive salaries
• Comprehensive benefits package including medical, dental, tuition remission and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Hospitals
• Education Level: High school or GED