Sr. Manager, Administrative Operations (H)

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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 a