Manager, Administrative Operations - Cell & Systems Biology

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The Department of Cell and Systems Biology is currently seeking a full time Manager, Administrative Operations to work in Miami. The Manager, Administrative Operations (H) oversees departmental/office activities and services including the supervision of staff to achieve maximum productivity and expense control. The incumbent develops procedures and policies for administrative activities and other related internal operations.

CORE JOB FUNCTIONS                                                                                           

• Ensures all administrative operations run smoothly and efficiently.

• Coordinates, plans and directs services which support the department.  

• Plans and coordinates the duties of staff in addition to analyzes complex administrative concerns.

• Develops and implements department processes.

• Recruits and trains support staff.

• Manages staff in the day-to-day performance of their jobs.

• Ensures projects and 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 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.

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                                                                                         

Education:

High school diploma or equivalent; Bachelor’s degree preferred

Experience:

Minimum 5 years of relevant experience

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

The primary function of this position is to provide high-level administrative support to the Chair of the department of Cell & Systems Biology for matters related to the educational, research, professional, and administrative affairs of the Department. This position is self-directed and exercises considerable independent judgment and authority, as well as the utmost discretion, in accomplishing the Chair’s mission in accordance with the School/University’s policies and procedures.   

Administrative & Executive Support

• Manage the Chair’s calendar: schedule appointments, meetings, events; resolve scheduling conflicts; ensure the Chair has appropriate background materials for each engagement.

• Handle all communications: screen calls and correspondence, draft and proofread letters, memos, emails, reports, presentations, internal and external, often of a sensitive or confidential nature.

• Serve as the Chair’s liaison: coordinate with faculty, staff, students, university administration, external partners, alumni, donors, or external organizations as needed.

Meeting, Committee & Event Coordination

• Organize and coordinate departmental meetings, committee meetings, retreats, or other academic functions: prepare agendas, reserve rooms, distribute materials, take minutes, track action items, and maintain historical records.

• Plan and manage special events; seminars, workshops, guest lectures, including logistics: venue reservations, catering, travel and accommodations for visitors, materials.

Travel & Administrative Processing

• Arrange all travel for the Chair (domestic and international if relevant): booking flights, hotels, transport; preparing itineraries; submitting and tracking reimbursement forms, payments and honorarium payments to external seminar speakers.

• Manage or assist with departmental administrative tasks: purchasing supplies, processing reimbursements for the Chair and department faculty members.

Faculty/Department Support & Record-Management

• Support faculty-related processes when applicable: e.g. assistance with faculty hiring/searches, promotion/tenure paperwork, appointment and reappointment processes, courtesy/honorary appointment requests, possibly leaves or other departmental office of Faculty Affairs and Faculty Recruitment office tasks.

• Organizes faculty annual evaluation by Chair and also the Chair’s evaluation by the Dean using RedCap reports.

Project & Strategic Support

• Prepare reports, presentations, communications in support of the Chair’s strategic work and departmental goals, including internal or external audiences (faculty, administration, donors, community)

• Assist with special departmental or institutional projects — e.g. strategic planning, accreditation reports and department-wide initiatives.

Other duties

• Assists the Chairman in the preparation and editing of grant proposals, progress reports, protocols, scientific manuscripts, editorial reviews and journal reviews. 

• Prepare images, graphs, tables and PowerPoint presentations.

• Updates curriculum vitae (CVs) for faculty as needed.

• Coordinate meetings, research related seminars, journal clubs and departmental activities as needed.

• Process new and renewal applications to completion for J-1 and H-1B visas for faculty, research staff, postdocs.

• Support the Department Senior Administrator with other responsibilities.

• Annually updates the Disaster Recovery Unit Plan for the Department and submits it to the Department of Public Safety.

• Serves as primary contact for re-creating and updating the Departmental website.

Department Specific Qualifications                                                                 

Education:

Associate’s degree in relevant field

Preferred: BA in a quantitative or scientific field (e.g., psychology, biology, engineering); online coursework may be considered in lieu of a BA for outstanding candidates.

Preferred: Familiarity with statistics
Proficiency with modern AI tools

Experience:

At least 5 years of administrative experience performing related duties.

Knowledge, Skills and Attitudes:

• Ability to multi-task, excellent communication skills, attention to detail, proficiency using office and productivity software, positive attitude.

• 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 with the completion of assigned projects.

• Must have excellent written and verbal communication skills. 

• 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 Chair and the Department with the highest level of professionalism and behavior.

• Performs other duties as assigned by the Chairman.

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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