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The University of Miami, Bascom Palmer Eye Institute, has an exciting full time opportunity for a Senior, Administrative Operations in Miami, Florida.  

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.

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

Experience: Minimum 6 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

Assists the Executive Director of Clinical Services/Associate Director of Emergency Services and the Regional Director of Satellite Practices (Clinical Operations Team) by coordinating, leading, and monitoring projects and initiatives.

Manages essential daily operational needs and is responsible for modifying or devising new methods, techniques, and procedures. This position exercises considerable judgment in decision-making in situations without precedent but within the limits of University policies.

Assists the Clinical Operations team and provides status reports, reviews and improves business processes, determines critical milestones, and identifies appropriate solutions.

Develop ideas formulated by the Clinical Operations team into viable project strategic plans, oversee the plan's progress, and prepare initiatives for launch.

Manage complex scheduling for the Clinical Operations team and special projects as required. 

Performs follow-up investigations on inquiries, complaints, and problems. Notifies the Clinical Operations team of problems and assists in resolution.

Ensures required project information is regularly communicated to the Clinical Operations team and appropriate outside parties

Initiates, establishes, and maintains business relationships with key stakeholders, both internal and external to the organization (collaborators, sponsors, and business partners)

Establishes priorities that meet departmental goals and objectives, identifies areas for improvement, and implements an action plan or initiatives.

Project Management

Creates and maintains comprehensive project plans that include tasks, milestone dates, resource assignments, issues/risks/decisions, communication/testing/training plans, status updates, etc.

Leads cross-functional project teams by task assignment and follows up to ensure on-time completion.

Maintains effective management of multiple concurrent project assignments, documentation, and a complete project portfolio.

Performs forecasting, change management, escalation management, and meeting facilitation.

Works closely with clinical and operational sponsors, stakeholders, and technical teams to execute strategic projects that range in scope, budget, team size, risk, and complexity.

Conducts regular project reviews and is responsible for accurately determining and communicating a project's status throughout the project lifecycle.

Proactively identifies and resolves issues that may negatively impact a project or project deliverables.

Education: High school diploma or equivalent required, Bachelor’s degree in relevant field preferred

Certification and Licensing: Lean Six Sigma Green Belt preferred 

Experience: Minimum 6 years of relevant experience

Knowledge, Skills and Attitudes:

Knowledge of business and management principles.

Ability to direct, manage, implement, and evaluate department operations.

Ability to use logic and reason to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Ability to run multiple projects efficiently and simultaneously.

Excellent organizational, interpersonal, and communication skills.

Expert knowledge of Microsoft applications: Word, Excel, PowerPoint, Visio, Smartsheets, Box, Teams, Zoom.

Possesses sound judgment, professional presence, creativity, teamwork, and confidentiality.

Ability to generate new ideas and think creatively.

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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