Manager, Administrative Operations

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Manager, Administrative Operations

The University of Miami/UHealth department of Neurology has an exciting opportunity for a Full Time Manager, Administrative Operations to work at the UHealth Medical Campus. 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.

• 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

The primary function of this position is to provide administrative support to the Chief of the Neuromuscular Division and the Neuromuscular programs (clinical, educational and research).

Administrative & Academic Support Responsibilities 

• 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.

Core Qualifications

• High school diploma or equivalent

• Minimum 5 years of relevant experience preferably in an academic, healthcare environment. Scientific background or previous exposure to bibliographic review preferred.

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.

• 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

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

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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 - 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 for additional information.

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