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The Department of Biochemistry & Mollecular Biology at the University of Miami Health System, is currently seeking a full-time Manager, Administrative Operations to work hybrid in Miami, FL. TheManager, Administrative Operationsof the Department of Biochemistry and Molecular Biologyoverseesoffice activities and services including the supervision of office staff to achieve maximum productivity and expense control. Develops procedures and policies for administrative activities, such asrecordsmaintenance, document preparation, mail distribution, reception, and other related internal operations.
CORE JOB FUNCTIONS
Ensures all administrative operations run smoothly and efficiently.
Coordinates,plansand directsserviceswhichsupport the running ofthedepartment
Plansand coordinatesthe duties of staff in addition toanalyzescomplex administrativeconcerns.
Develops and implementsdepartment processes.
Recruits andtrainsoffice support staff.
Manages staff in the day-to-day performance of their jobs.
Ensures projects,department milestones/goals are met and adheresto approved budgets.
Purchases andmaintainsoffice equipment and supplies.
Tracks and analyzes operational costs.
Coordinates delivery of office services with other departments.
Establishes and continuously assessesthe effectiveness of the internal controls within the unit and compliance withUniversitypolicies and procedures.Ensures employees are trained on controls within the function and onUniversitypolicy and procedures.
This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties orresponsibilitiesas necessary.
Knowledge,Skillsand Attitudes:
Ability to accurately prepare andmaintainrecords, files,reportsand correspondence
Ability to communicate effectively in both oral and writtenform.
Ability tomaintaineffective 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
Reports toDepartmentalChair andDepartment’sSenior Administrative Officer.
Primarily exercises discretion and independent judgment in daily activities.
Completes special assignments forBMB Department Chair.
Will also provide administrative support to, BMB, Graduate Program Director
Contactsorrespondsto contacts from high-ranking individuals inside or outside the corporation.
May involve unique situations where each contact must be handled differently, using judgment and discretion.
Reads outgoing correspondence for executive approval and alert writers to any conflicts or departure from policies or the executive’s viewpoint.
Will process visas for scholars and others visiting Dept Chair’s Research Lab
Will work on patent applications
Interprets requests,deciding whetherexecutiveshould be notified of important or emergency matters. Interpret and adapt guidelines, including unwritten policies, precedents, and practices.
Issues and interprets operating policies.
Assistsexecutive administrative details, often of a confidential nature.
Assists the Department with organization of Seminars, Student Defenses and Special Projects
Approvespurchasingorders for Department Chair’s laboratories and research staff.
Analyzes operating practices such as record keeping,formscontrol, office layout, or workflow, and recommend changes as needed.
Performs administrative functions such as composing or dictating correspondence, scheduling appointments, etc.
Maintains calendar, types, provides routine and general clerical toDepartment’sChair and Research Team.
Answers telephones, take messages, answers routine questions, and transfer calls toappropriate individuals.
Greetsvisitors and callers, handle their inquiries, and direct them to theappropriate personsaccording to their needs.
Orders office supplies
Composes correspondence or selects standardized formats.
Prepares financialforms;reconciliation of PCARD,will put together budgets for projects
Performs other duties as assigned.
Assists Chair in proposal development and preparation of manuscripts, articles for science journals and manuscripts
Will keep Bio sketch of Chair up to date
Makes and manages travel arrangements for Chair and her research staff as well as for the Vice Chair of Research.
Department Specific Qualifications
Education:
Minimum of abachelor’s degree,master’sPreferred.
Experience:
Minimum 3 years of experience
Knowledge,Skillsand Attitudes:
Excellent interpersonal and communication skills
Must have excellentEnglish speakingskills; both written and oral
Attention to detail
Ability tomulti taskwith ease
Must be proficient with Word,Alsomust know Power Point and Excel
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.
Job Status:
Full timeEmployee Type:
Staff