Manager, Administrative Operations (H)

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Manager, Administrative Operations

The University of Miami/UHealth department of Supply Chain has an exciting opportunity for a Full Time Manager, Administrative Operations to work in Hialeah, FL. The Administrative Operations Manager assists the Chief Supply Chain Officer and Supply Chain senior leaders in all aspects of the department’s scope of work including tracking issues and deadlines, providing quality control over all correspondence, and reports issued by the department. In addition, the Administrative Operations Manager is knowledgeable about all related policies and procedures, ensuring appropriate reporting is maintained, and proper procedures are followed. Establishes and maintains strong working relationships with all levels of constituents both internal and external to the University of Miami which requires a high level of diplomacy, discretion, and confidentiality.

The Administrative Operations Manager assists in the preparation of new operating procedures as required, updates existing procedures, and trains departmental personnel in the required execution of university operational procedures.

The Administrative Operations Manager completes special assignments which require collecting, organizing, and analyzing data and developing reports which may be used as support for significant decisions by management.

The Administrative Operations Manager is responsible for entering HR transactions into Workday for supply chain including new position requests, position reclassifications, terminations, etc., coordinating with supply chain managers and HR, following up and providing updates on transactions in progress.

In addition, the Administrative Operations Manager is responsible for managing the administrative operations team and their tasks which include but are not limited to:

CORE JOB FUNCTIONS                                                                                                     

• Coordinating travel arrangements, preparing itineraries, compiling travel documents and maintaining all travel records to reconcile travel card and expense reimbursements for senior leadership and their subordinates.

• Coordinating large and complex meetings with external and internal stakeholders, tracking meeting requests and commitments, and communicating effectively with meeting participants and support staff.

• Creating and updating documents, reports, processes, and composing correspondence.

• Reconciling and processing monthly PCard statements through Workday.

• Submitting purchase requisitions for goods and services required by supply chain. Coordinating with accounts payable to ensure invoices are paid.

• Monitoring purchase order balances, outstanding invoices, check requisitions, P-Card purchases and interdepartmental requisitions. 

• Depositing rebate and refund checks in a timely manner.

• Maintaining an electronic filing system of business documentation, records, and reports.

• Event planning, coordination, and execution including logistics and providing technical assistance.

• Assisting in review of current policies and procedures and ensuring policies are up to date.

• Coordinating emergency management “UReady” annual updates.

• Responsible for employee onboarding and offboarding, coordinating with the manager, new employee and HR as needed.

• Responsible for the Computer Lifecycle Management Program for the department, coordinating with I.T. and supply chain employees to ensure the team’s computers are refreshed as they become eligible.

• Working on specific projects as assigned; some require attending training classes either in person or online.

• Managing access control for Supply Chain staff.

• Coordinating special projects as requested

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; Bachelor's degree preferred

• Minimum 5 years of relevant experience, Workday experience 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.

• 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.

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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