Manager, Administrative Operations

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The University of Miami/UHealth Department of Pediatrics has an exciting opportunity for a full time Manager, Administrative Operations to work in Miami, FL.

The Manager, Administrative Operations will work closely with the Department of Pediatrics Chair and Sr. Administrative Officer to enhance the Department’s rank, reputation and quality by objective measures to ensure the strategic goals of the department are carried out in an effective manner.  The incumbent will serve as a subject matter expert to Department leadership on all issues related to faculty contracts, compensation, credentialing, tenure and promotion, and payroll.   The Manager, Administrative Operations will ensure that all aspects of faculty-related human resources practices are in compliance with established University policies, procedures, and guidelines, as well as all Federal and State laws and medical regulations.

Core 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.

Department Specific Functions:

• Manages key strategic projects/initiatives to solve complex business challenges for department by working with university stakeholders; analyze department’s operational and administrative practices to identify gaps; propose/develop solutions to existing policy, systems, and processes, working closely with Chair, SAO, and department leadership team to develop new initiative to ensure the department’s strategic plan and goals are executed in the most effective and efficient manner.
• Manages, implements, coordinates, plans for and evaluates the business operations for the department/division as it relates to Faculty Onboarding: position posting and budgeting; and offer letter development and execution.
• Facilitates matters related to faculty contracts, compensation, faculty payroll increases/decreases, APT (Appointment/Promotion/Tenure), and career development in compliance with University, School, and Department policies and procedures.
• Provides appropriate support and communicates faculty-related Human Resources practices/policies/procedures to department’s regular/voluntary/affiliate faculty, serving as HR subject matter expert and ensuring compliance with established University policies, procedures, and guidelines, as well as medical regulations and Federal and State laws including immigration.
• Oversees department’s website and other marketing initiatives including the creation and development of deliverables such as webpages, brochures, flyers, maps, and full-scale industry trade show booths to ensure that department’s message is communicated and promoted in conjunction with university objectives and strategy.
• Works with department administrators to collect data as needed and writes/creates reports/summaries/presentations measuring faculty/departmental productivity/progress; writes department-wide communications/announcements to ensure guidelines carry out the University and department mission.
• Supervises administrative staff charged with managing daily operations of the chair’s office; evaluates performance in accordance with department and university policies and procedures. Implements department human resources actions, which may include hiring, terminations, salary etc.  Recruits, trains and prepares performance reports for staff.
• Participates in financial analysis and planning including monitoring and reporting on monthly budget variances as it relates to Faculty position management.

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:

• High School Diploma or equivalent/relevant experience, certification or license. Bachelors Degree preferred
• Minimum 5 years of relevant experience required
• Operational Management: Optimizes day-to-day operations and processes for efficiency and effectiveness
• Organizational Development: Ability to implement strategies to improve organizational effectiveness, engagement, and manage change
• Financial Oversight: Knowledge of financial operations and management
• Team Leadership: Ability to create and maintain a cohesive and productive team environment, build positive working relationships and work collaboratively with others
• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications
• Communication: Strong verbal and written communication skills to convey ideas clearly and persuasively
• 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)

Any relevant education, certifications and/or work experience may be considered.

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.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

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