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The Department of Neurological Surgery is currently seeking a full time Sr. Manager, Administrative Operations to work in Miami, FL. The Sr. Manager, Administrative Operations manages office activities and services including the supervision of office staff to achieve maximum productivity and expense control. Creates policies and procedures for administrative activities, such as records maintenance, document preparation, mail distribution, reception, and other related internal operations.

CORE JOB FUNCTIONS

Ensures all administrative operations run smoothly and efficiently. Evaluates existing internal controls and approval processes and makes recommendations on how to improve fiscal integrity and operational efficiency.

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.

Oversees the review, approval and reporting of all expenditures.  

Implements department human resources actions, which may include hiring, terminations, salary etc.  Recruits, trains and prepares performance reports for staff.

Manages, implements, coordinates, plans and evaluates the administrative operations for the department/division.

Oversees 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. 

Manages the 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. 

CORE QUALIFICATIONS                                                                                                    

Education:

High school diploma or equivalent

Experience:

Minimum 6 years of relevant experience

Department Specific Functions

Responsible for the development, monitoring, tracking, and recommendation of departmental policies and procedures in order to meet the objectives and goals of the department. Also develops proactive measures to ensure compliance with UM policy requirements and partners with Human Resources, Division Administrators, Division Chiefs, and/or the Chair to implement solutions to address violations (e.g., HIPAA, annual trainings, flu vaccines, etc.).

Manages the Department’s Administrative Assistant team ensuring faculty receive the appropriate support and coverage needed. 

Responsible for coordination and organization of Department non-GME activities, functions and staff events.

Analyze operations to identify opportunities for improvement and need for new resources. Develop proposals and collaborate with the SAO, Department Administrators and central HR to implement solutions.

Manages department renovation projects including coordination with vendors for equipment/furniture/facility repairs. 

Directs and maintains the department’s human resource and faculty affair functions. 

Assumes responsibility for supervision and performance management of all assigned staff including making decisions as they pertain to hiring, training, evaluation, promotion and termination.

Maintains open lines of communication with the office of Faculty and Professional Affairs and Medical Human Resources. Responsible for compliance with employment laws. 

Works with Medical School Human Resource leadership to ensure a high performing, satisfied, and capable workforce. Visibly and actively supports human resources programs and initiatives including initiatives to promote staff development and retention. 

Oversees the development and updates of job descriptions and competencies for all staff. Assures the responsibilities and competencies of each job are clearly defined, effective and communicated to the staff. 

Responsible for posting of vacant and new staff and faculty positions, including the business justification and approval, recruitment, job offer and complete onboarding process. Ensures adherence to the University of Miami policies and procedures and/or Faculty Affairs Manual. 

Assures that qualified personnel are selected and that the onboarding, orientation, and on-the-job training programs are conducted and effective and that faculty and staff have the appropriate tools and access (both to space and systems) to conduct their jobs. 

Assures that management training and development needs for the staff are identified and initiated, including the development and maintenance of new employee orientation and onboarding and the development of any job specific training programs. Facilitates any faculty education and training that requires coordination.

Monitors for effectiveness of staffing levels and assists as necessary, in accordance with the department’s budget and growth in volume and workload, in the development of staffing plans. 

Develop strategies to ensure 100% completion of faculty and staff TALK processes.  Coordinate the annual merit processes, in collaboration with SAO

Serve as the department expert to lead VISA processes, interfacing with HR Immigration Services, and/or International Scholar Services; collaborate with Human Resources to involve internal/external counsel as needed; responsible for follow-ups with candidates and appropriate UM areas to ensure timely processing1

Monitors and maintains, timekeeping, key control and access card records for all employees in the department. Oversees staff workday time reporting ensuring reporting deadlines are met.

Monitors use of Departmental overtime costs and ensures adherence to budget. 

Provides prompt and objective coaching, training and counseling.  Supervises employee relations and conflict resolution and grievance procedures, assists members of the management team with the disciplinary process. Serving as a liaison between the department and Medical HR and Faculty Affairs in coordinating documentation, actions, and disputes, and assists in the resolution of the same. 

Acts as primary contact with UMMG, including the credentialing office and those of affiliated hospitals and outside government agencies.  Identifies legal requirements and government reporting regulations affecting the credentialing process/government rules.  Directs the preparation and maintenance of such reports as are necessary to carry out functions of the department. 

Coordinates departmental affairs with affiliated hospitals for clinical faculty, voluntary faculty, outside physicians and other allied healthcare professionals.

Responsible for supporting Faculty promotion and tenure process making sure it adheres to the University’s Appointment, Promotion and Tenure Committee.  This includes the preparation of all necessary documentation for each faculty. Also responsible for administration of the voluntary faculty.  

Oversees the physician leave request and approval process. Monitors and tracks physician time off records. 

Collaborate with Physician Recruitment on recruits and completes all PSGC submission requirements

Maintain central repository for Faculty offer letters, retentions, and MOUs

Facilitate review and approval of requests for medical faculty certificates and board exemptions

Maintains Department listservs

Serve as department Workday expert 

Assumes other duties and responsibilities as assigned by the SAO and the Chairman. 

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.

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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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