Manager, Administrative Operations - Temporary

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The Office of the Vice Provost for Research & Scholarship has a temporary job opportunity for a seasoned Administrative Manager to lead the broad scope of executive-level administrative, programmatic, and research support activities for the institutional leader who serves as Vice Provost for Research + Scholarship, Associate Director, Population Sciences and Cancer Disparity at the Sylvester Comprehensive Cancer Center, co-director of the Miami Clinical and Translational Science Institute, and John K. and Judy H. Schulte Senior Endowed Chair in Cancer Research. 

The role requires excellent organization, prioritization, coordination, and communication skills, and the ability to deliver high quality work, show good judgement, and apply initiative.

CORE JOB SUMMARY                                                                                                                                                                                                           

The Manager, Administrative Operations oversees office activities and services including the supervision of office staff to achieve maximum productivity and expense control. Develops procedures and policies for administrative activities, such as records maintenance, document preparation, mail distribution, reception, and other related internal operations.

CORE JOB FUNCTIONS                                                                                           

• Ensures Leader is prepared for meetings and/or presentations and is advised of relevant information prior to any meetings/conference calls. 
• Prepares support materials for meetings, including agendas, list of participants, background documents, and follows up on directives.
• Facilitates the efficient utilization of the Leader's time through calendar management for appointments, meetings, and other and community engagements, ensuring schedule is aligned to meet upcoming deadlines and/or priorities.
• Manages administrative staff who may assist with scheduling of Leader’s calendar, travel arrangements, and other administrative tasks, including expense reports, requisitions, purchase orders, and work orders.
• Manages, compiles, drafts, and distributes electronic newsletters and mass emails. Coordinates visits/meetings including arranging guest travel and accommodations as necessary, directing logistical communications, scheduling meetings, generating agendas and other materials, and managing peripheral details.
• Ensures all administrative operations run smoothly and efficiently.
• 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.
• Recruits and trains office support staff. Manages 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.
• Coordinates delivery of office 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

Certification and Licensing:

Not Applicable

Experience:

Minimum 5 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 effectiv