Manager, Administrative Operations

Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position, please review this tip sheet . The Department of Biochemistry & Mollecular Biology at the University of Miami Health System, is currently seeking a full-time Manager, Administrative Operations to work hybrid in Miami, FL. The   Manager, Administrative Operations   of the Department of Biochemistry and Molecular Biology   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   E nsures all administrative operations run smoothly and efficiently .   C oordinat es ,   plan s   and direct s   services   which   support the running of   the   department      P lan s   and coordinate s   the duties of staff in addition to   analy zes   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 project s,   department milestones/goals are met and adher es   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 assess es   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.      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.    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 .     DEPARTMENT ADDENDUM   Department Specific Functions   Reports to   Departmental   Chair and   Department’s   Senior Administrative Officer.   Primarily exercises discretion and independent judgment in daily activities.     Completes special assignments for   BMB Department Chair.   Will also provide administrative support to, BMB, Graduate Program Director    Contacts   or   responds   to contacts from high-ranking individuals inside or outside the corporation.    May involve unique situations where each contact must be handled differently, using judgment and discretion.   Reads outgoing correspondence for executive approval and alert writers to any conflicts or departure from policies or the executive’s viewpoint.   Will process visas for scholars and others visiting Dept Chair’s Research Lab   Will work on patent applications   Interprets requests,   deciding whether   executive   should be notified of important or emergency matters. Interpret and adapt guidelines, including unwritten policies, precedents, and practices.   Issues and interprets operating policies.   Assists   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 recommend changes as needed.   Performs administrative functions such as composing or dictating correspondence, scheduling appointments, etc.   Maintains calendar, types, provides routine and general clerical to   Department’s   Chair and Research Team.    Answers telephones, take messages, answers routine questions, and transfer calls to   appropriate individuals .    Greets   visitors and callers, handle their inquiries, and direct them to the   appropriate persons   according to their needs.   Orders office supplies   Composes correspondence or selects standardized formats.   Prepares financial   forms   ;   reconciliation of PCARD,   will put together budgets for projects   Performs other duties as assigned.   Assists Chair in proposal development and preparation of manuscripts, articles for sc ience journals and manuscripts   Will keep 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.   Department Specific Qualifications     Education:   Minimum of a  bachelor’s degree ,   master’s   Preferred.   Experience:   Minimum 3 years of experience   Knowledge,   Skills   and Attitudes:   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,   Also   must know Power Point and Excel The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more. 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