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University of Miami · 1 day ago

Manager, Administrative Operations

Miami, FL

Full-time

Onsite

Mid, Senior Level

5+ years exp

The University of Miami is an academic medical center providing leading-edge patient care and research. The Manager, Administrative Operations will oversee office activities and services, ensuring smooth operations while supporting the Chief of the Neuromuscular Division and related programs.

Higher Education

H1B Sponsor Likely

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

Answer phones, triage, and follow-through on messages and information requests from internal and external customers

Coordinate general and professional correspondence associated with the faculty member’ academic, research and clinical work

Copy, fax and scan documents for distribution, filing, meetings, etc

Schedule and coordinate physicians’ calendar including interviews, on and off campus meetings, lectures, conferences, departmental meetings, and special programs for patients and faculty

Greet faculty guests and visitors and arrange meetings rooms, etc

Arrange catering for meetings as needed

Prepare and submit leave requests and vacation/leave tracking forms as outlined by Department and University policy

Assist with preparation of Centers of Excellence annual reports

Work closely with Department’s clinical operations staff to ensure seamless coordination between the faculty member’ clinical activities and their academic/administrative work

Prepare and coordinate travel arrangements including reservations for hotels, air travel and other related arrangements

Prepare and submit 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

This also includes monthly reconciliation of credit cards, preparation of POs and other reimbursements as needed

Responsible for the maintenance, requisition and submission of supplies for division

Make arrangements for changes, moving or repair of phones, computers, pagers, etc. as needed by faculty members

Update and submit renewals of licenses and DEA

Responsible for membership payments, as well as assist with initial credentialing and re-credentialing

Distribute updated documents to appropriate entities internally as well as externally

Maintain updated physician’s documentation (CME, Boards, certifications, etc.)

Maintain files and coordinate storage needs for Division

Assist in the preparation of manuscripts for submission to journals

Prepare images, graphs, tables and PowerPoint presentations

Update CVs, and assist with grant submissions

Coordinate meetings, galas, research related workshops and all divisional activities as needed

Support Department Administrator with other responsibilities

Responsible for the logistics/coordination of the CREATE annual meeting as well as any other research related meetings

Qualification

Administrative operations managementStaff recruitmentTrainingBudget managementMS Word proficiencyMS Excel proficiencyMS Outlook proficiencyProfessional demeanorEffective communicationInterpersonal skillsOrganizational skillsTime managementProblem-solving

Required

High school diploma or equivalent

Minimum 5 years of relevant experience preferably in an academic, healthcare environment

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

Preferred

Scientific background or previous exposure to bibliographic review

Benefits

Medical

Dental

Tuition remission

And more

Company

University of Miami

Glassdoor3.9

At UM you'll join a diverse and energized academic community.

Founded in 1925

Coral Gables, fl, US

5001-10000 employees

http://miami.edu

H1B Sponsorship

University of Miami has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (208)

2024 (151)

2023 (149)

2022 (121)

2021 (95)

2020 (114)