Job Information
University of Miami Manager, Administrative Operations (H) in Miami, Florida
Current Employees:
If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here (https://www.myworkday.com/umiami/d/task/1422$7248.htmld) to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet (https://my.it.miami.edu/wda/erpsec/tipsheets/ER_eRecruiting_ApplyforaJob.pdf) .
The Department of Cell Biology is currently seeking a full time Manager, Administrative Operations to work in Miami. 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.
CORE JOB FUNCTIONS
- Ensures all administrative operations run smoothly and efficiently.2. Coordinates, plans and directs services which support the running of the department 3. Plans and coordinates the duties of staff in addition to analyzes complex administrative concerns. 4. Develops and implements department processes.5. Recruits and trains office support staff. 6. Manages staff in the day-to-day performance of their jobs. 7. Ensures projects, department milestones/goals are met and adheres to approved budgets. 8. Purchases and maintains office equipment and supplies. 9. Tracks and analyzes operational costs. 10. Coordinates delivery of office services with other departments. 11. 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.
Department Specific Functions
Assists the Sr. Administrative Officer with budgetary matters in the preparation of departmental budget in accordance with guidelines and policies.
Assists the Sr. Administrative Officer with the preparation of updated financial projections on a monthly, quarterly, and half-year basis as required by management. This will include the development of financial plans and incremental cost/benefit analysis, which will be needed for departmental budget preparation.
Coordinates, plans, and directs services which support the running of the department.
Manages, implements, coordinates, plans, and evaluates the administrative operations for the department.
Interacts with Faculty, staff, and graduate students at the departmental level and with other School of Medicine faculty and Administrative Support Offices such as Office of Research Administration, OGS and Medical Finance Office.
Monitors all Operating and Sponsored grant accounts revenues and expenses and provides financial forecasts to the Principal Investigators.
Assists the faculty on all aspects of Pre-award and Post award activities for an assigned portfolio of grants and contracts.
Responsible for assisting faculty and other staff members in reviewing and ensuring accuracy of data for grant proposals and awards, monitoring and evaluating pre-award grant applications, preparation of administrative paperwork, forms, and submission of full proposal to the Office of Medical Research Administration. These include the preparation of grant budgets, proposal transmittals, Conflict of Interest forms, cost share forms, etc.
Reviews and requests additional information, as needed.
Reviews and processes Inbound and Outbound Subcontract Agreements, working closely with the Office of Research Administration Post-Award and Pre-Award Offices.
Assists and interacts in various business and professional relationships with other Medical School and University offices and acts as necessary in representation of the Department in dealings with outside entities and funding agencies.
Reviews and processes Inbound and Outbound Subcontract Agreements, and pharmaceutical contracts, working closely with the Office of Research Administration Post Award Office.
Prepares invoices for all Sponsored Accounts with Department billing cost reimbursable, fixed price or progress payments.
Prepares Costing Allocations, Payroll Accounting Adjustments (PAA) and non-salary Cost Transfers in order to capture and reflect accurate reports and ensures that all journal entries are completed in a timely manner.
Reviews Salary Distribution Sheets for all Faculty, Research and Students paid from Sponsored funding to ensure accuracy on the ECRT System in preparation for certification period - making sure that Payroll Accounting Adjustments submitted have been applied to the certification period.
Primary liaison with Human Resources representative to ensure the timely processing of all new hires, terminations, promotions, position changes and employee leaves for departmental staff.
This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.
CORE QUALIFICATIONS
Education:
High school diploma or equivalent
Certification and Licensing:
Not Applicable
Experience:
Minimum 5 years of relevant experience
Knowledge, Skills and Attitudes:
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.
Proficiency in computer software (i.e., Microsoft Office) preferred.
The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.
UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.
Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.
The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.
Job Status:
Full time
Employee Type:
Staff
Pay Grade:
H11
The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation.
The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride.
The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings.
Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019.
The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022.
Transforming lives
With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.
The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.