Sr. Manager, Administrative Operations

University of Miami•Miami, FL

2d•Onsite

About The Position

The University of Miami, Health System - Pathology Department, has an exciting opportunity for a full-time Senior Manager, Administrative Operations to work on-site in Miami, FL. The Sr. Manager, Administrative Operations manages office activities and services including the supervision of office staff to achieve maximum productivity and expense control. Creates policies and procedures for administrative activities, such as records maintenance, document preparation, mail distribution, reception, and other related internal operations.

Requirements

High school diploma or equivalent
Minimum 6 years of relevant experience
Ability to communicate effectively in both oral and written form.
Ability to maintain effective interpersonal relationships.
Ability to manage a budget and work within the constraints of that budget.
Ability to direct, manage, implement, and evaluate department operations.
Ability to effectively plan, delegate and/or supervise the work of others.
Proficiency in computer software (i.e. Microsoft Office)
Bachelor's degree, in relevant field
Minimum 4 years of relevant experience

Responsibilities

Ensures all administrative operations run smoothly and efficiently.
Evaluates existing internal controls and approval processes and makes recommendations on how to improve fiscal integrity and operational efficiency.
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.
Oversees the review, approval and reporting of all expenditures.
Implements department human resources actions, which may include hiring, terminations, salary etc.
Recruits, trains and prepares performance reports for staff.
Manages, implements, coordinates, plans and evaluates the administrative operations for the department/division.
Oversees 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.
Manages the delivery of 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.
Provide leadership and oversight of Faculty Affairs functions for faculty; serve as the primary liaison to Central Faculty Affairs, Physician Recruitment, the UM Immigration team, and the UM/Jackson credentialing teams.
Oversee end-to-end Faculty Affairs processes for faculty, including recruitment, position requests, hiring, initial credentialing, onboarding, drafting offer letters and supporting documentation, salary actions, performance evaluations, Medicaid billing enrollment, clinical system/application access requests, and offboarding.
Oversee faculty recruitment operations and onboarding progression, ensuring timely coordination and providing leadership with clear updates on candidate status, risks, and next steps.
Partner with faculty leadership to draft and maintain faculty job descriptions, coordinate job postings/advertisements, and routinely audit job descriptions to ensure they remain current and aligned with departmental needs.
Provide oversight and accountability for the APT process, ensuring the Manager, Administrative Operations executes files accurately, on time, and in compliance with institutional requirements.
Serve as the departmental owner for the Annual Faculty Evaluation process, ensuring data coordination, faculty readiness, scheduling support, and timely completion in collaboration with departmental stakeholders.
Serve as the departmental owner for immigration and international faculty operations, managing faculty cases directly.
Identify and escalate immigration-related risks, delays, and compliance concerns, with recommended mitigation plans.
Coordinate and track Medical Faculty Certificate (MFC) submissions/approvals for applicable international faculty to ensure compliance and timely onboarding progression.
Provide oversight, direction, and accountability to the Manager, Administrative Operations for day-to-day HR operations and staff HR workflows, ensuring deliverables are completed accurately, on time, and aligned with departmental expectations and central HR requirements.
Attend HR-related meetings; escalate risks, delays, compliance concerns, and sensitive issues to the Director with recommended solutions and mitigation plans.
Coordinate the day-to-day operations of the Faculty Development and Mentoring Program.
Manage logistics and execution of faculty development workshops, lectures, and engagement events, including scheduling, communications, material preparation, and session delivery.
Support mentoring initiatives by tracking participation, maintaining records, and facilitating mentor-mentee engagements in accordance with established frameworks.
Supervise the Manager, Administrative Operations and Sr. Administrative Assistant to ensure the successful execution of operational priorities, collaborating with central institutional teams to drive efficiency and compliance.
Guide, coach, and mentor direct reports, fostering professional development and a culture of accountability and excellence.
Lead and monitor departmental projects and operational initiatives from planning through execution, ensuring alignment with departmental goals and timelines.
Attend assigned departmental and professional events and conferences; provide logistical and administrative support for departmental meetings, events, and conferences.
Assist the SAO and Director, Administrative Operations with backup Space & Facilities projects, as needed.
Serve as the primary cross-functional backup to the Director, Administrative Operations, with the ability to effectively step in and maintain continuity across all administrative functions when the Director is out of the office.
Other duties, as assigned.