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The University of Miami/UHealth Department of Physical Therapy is currently seeking a full time Director, Administrative Operations to work in Coral Gables, FL. The Director, Administrative Operations directs and oversees various administrative functions, including clerical services, office space, equipment and supplies, vendor management, and/or other support services. Manages functions through managers and supervisors. Tracks and ensures compliance with capital and operating budgets. Manages a departmental sub-function within a broader departmental function.

CORE JOB FUNCTIONS

Directs the administrative and financial support of the department.

Provides long-term strategic planning, overseeing of daily operations, delegating tasks to staff and manages personnel.

Plans and coordinates the duties of staff in addition to analyzes complex administrative concerns. Provides advice and development and recommendation of administration policy

Serves as principal liaison and representative for personnel and financial matters.

Represents the assigned department in committees and meetings.

Manages administrative budgets and negotiates contracts and agreements with vendors.

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

Prepares both internal and external reports for departmental use.

Maintains corporate relationships and monitors operating expenses.

Liaises with HR and 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:

Bachelor’s Degree in relevant field

Experience:

Minimum 7 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 lead, motivate, develop and train others.

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.

Ability to establish department goals and objectives that support the strategic plan.

Department of Physical Therapy: 60%
•    Managing financial planning and analysis for research projects, including budget preparation and funding proposals during the pre-award phase.
•    Liaise with faculty and staff to provide support for grant proposals, budgeting, and submission to funding agencies. 
•    Overseeing the administration of awarded grants and contracts, ensuring proper financial tracking, reporting, and compliance with sponsor guidelines during the post-award phase.
•    Processing reimbursements for Clinical Physical Therapy and ensuring timely and accurate financial transactions related to research activities.
•    Handling visa processing for international researchers and ensuring compliance with immigration regulations. 
•    Lead with budget preparation for the department and assist the Vice Chair of Clinical Services when needed
•    Assist the Physical Therapy Clinical when needed. 
•    Manage payroll transactions such as overloads, supplements, student payments, etc...
•    Managing contractual agreements for research and operations, such as Business Associate Agreements (BAA), Consulting/Service Agreements, Material and Transfer Agreements, etc. 
•    Provided backup for the head department administrator in their absence, supporting departmental operations and decision-making.
•    Work with Risk Management to ensure faculty, staff, students, and vendors/suppliers comply.
•    Setting up online payments for the department 
•    Collaborating with researchers and other departmental leaders to provide financial insights and support for grant applications and project execution.
•    Developing and implementing financial policies and procedures to enhance efficiency in research administration.
•    Monitoring and reporting on financial performance related to research activities, identifying opportunities for improvement, and ensuring accountability.
•    Leading a team of finance and research administration professionals, advancing a culture of collaboration and continuous improvement. (I do not know if it will be possible to hire an individual to assist N. Crowther)

The Peggy and Harold Katz Family Drug Discovery Center (Katz Center):  40%

•    Lead, mentor, and manage an administrative team.

•    Foster a collaborative, performance-driven culture by setting clear goals, offering training, and encouraging professional development.

•    Oversee recruitment, onboarding, and retention of administrative, faculty, and clinical research staff.

•    Develop and implement operational plans, policies, and procedures to improve administrative, HR, and clinical research processes.

•    Analyze and optimize systems and workflows for greater efficiency and scalability across the Center.

•    Partner with senior leadership to support strategic operational planning, resource allocation, and process improvements.

•    Writing and managing endowment agreements, including monitoring fund usage and compliance with donor intent.

•    Oversee the pre- and post-award process for research grants, including identifying funding opportunities, proposal submission, award acceptance, and compliance with sponsor requirements.

•    Ensure adherence to grant terms and conditions, including financial reporting, allowable costs, and timely submission of required reports to funding agencies. 

•    Liaise with faculty and staff to provide support for grant proposals, budgeting, and submission to funding agencies. 

•    Develop and enforce policies related to research administration, ensuring compliance with federal, state, and institutional regulations. 

•    Assist with preparing, reviewing, and approving protocols involving human subjects, ensuring adherence to institutional and regulatory guidelines.

•    Serve as a liaison between research teams and Institutional Review Boards (IRB) to ensure compliance with ethical standards.

•    Lead faculty and staff recruitment, ensuring alignment with the Center’s needs, including  managing job postings, interviews, offers, and onboarding processes.

•    Implement performance appraisal systems and provide leadership in resolving employee relations issues.

•    Ensure positive employee engagement and a productive workplace culture.

•    Ensure compliance with university and HR policies.

•    Oversee the visa application and sponsorship process for employees, ensuring compliance with immigration laws.

•    Provide operational support for the planning and executing clinical trials, ensuring compliance with Good Clinical Practice (GCP) and FDA regulations.

Work with clinical research teams to develop study timelines, budgets, and staffing plans.

Ensure proper reporting of clinical trial results and compliance with applicable regulations.

•    Budget & Financial Oversight:

Collaborate with finance and clinical operations teams to create and manage clinical trial budgets, ensuring cost-effective management of resources.

Track and report on clinical trial expenses, ensuring adherence to project budgets.

•    Contracts & Agreements:

Oversee the preparation and execution of business agreements, including clinical trial agreements, service agreements, and other contracts related to research.

Negotiate terms with external partners, including contract research organizations (CROs), vendors, and service providers.

Ensure all agreements comply with university policies and legal requirements.

•    Oversee the administrative, HR, and clinical research budgets, ensuring effective use of resources while meeting organizational goals.

•    Manage contracts with vendors and service providers, ensuring competitive pricing and service quality.

•    Ensure efficient allocation and use of administrative, HR, and clinical research resources across departments.

•    Implement risk management strategies to address potential operational, research, and compliance risks.

•    Facility Management: Oversee facility space maintenance, utilization, and allocation to ensure it meets operational needs. 

•    Capital Equipment: Manage the procurement, inventory, and maintenance of capital equipment along with the Project Manager of the Katz Center. Ensure that equipment is utilized correctly, maintained, and replaced as necessary to support the Center’s functions.

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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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