Manager of Administrative Operations - Office of Educational Affairs

Classification Title:

MGR, Administrative Svcs

Classification Minimum Requirements:

Bachelor’s degree in an appropriate area and three years of relevant experience; or an equivalent combination of education and experience.

Job Description:

The Office of Educational Affairs is seeking a Manager of Administrative Operations to serve as a dynamic administrative leader. Reporting to the Director of Administration, this position manages a broad range of administrative and operational support functions and serves as the primary human resources liaison between Educational Affairs and the College of Medicine’s HR office.

This role oversees HR activities, employee onboarding and development, process management, and general administrative operations across the division. The Manager will ensure effective coordination across units, supports time and process reporting, and leads workflow and procedural improvements aligned with College and University standards. This role is critical to maintaining the operational efficiency and overall success of the Office of Educational Affairs.

About This Role:

Educational Affairs Human Resources Actions

• Serves as the liaison between Educational Affairs and COM-HR and ensure timely and proper submission of all Educational Affair’s HR actions to COM-HR. 
• Manages all internal Educational Affairs personnel actions such as hiring, internal onboarding, and initial employee relation concerns, while ensuring COM-HR is aware of situations as necessary. 
• Review Educational Affairs divisional HR requests, i.e., new position and replacement requests, SPIs, requests to upgrade an existing position, prior to submission.
• Ensure proper documentation and justification is submitted by the divisions and work with divisions, as needed. Presents requests to the Educational Affairs Senior Associate Dean and Director of Administration for review, discussion, and approval. 
• Ensure position descriptions and organizational charts are up to date and reflect the current state of the Office of Educational Affairs. 

Administrative Operations and Support Division Management

• Supervise Educational Affairs Office staff and help to set goals and objectives based on the needs of the Office Educational Affairs and the divisions. Provide actionable feedback based on performance. 
• Analyzes administrative operational needs in terms of personnel, equipment, workflow, materials, etc., and recommends new procedures/solutions when necessary. 
• Oversee, coordinate and support divisions during high volume seasons with central staff or work to coordinate the use of staff from other divisions to provide temporary support. 
• Partner with all Educational Affairs Operations and Support managers to align operational strategies and ensure consistent support across the divisions. 
• Manage expectations from the Senior Associate Dean and Director of Administration regarding office closures within Educational Affairs and its divisions.

New Hire, Employee Development & Separation Processes

• Develop internal onboarding processes to align with UF, College of Medicine, and Educational Affairs processes and ensure they are followed for employee hiring, onboarding and offboarding. 
• Manage and maintain the Educational Affairs onboarding and offboarding processes. Ensure continued collaboration with each division to maintain onboarding process for new employees. 
• Track successful onboarding and offboarding practices both at the Office of Educational Affairs and the new employee’s division. 
• Point of contact for all administrative new hire setup, inclusive of identifying workstation, IT set up, shared drive access, badge distribution, etc. 

Process Management

• Manage the Educational Affairs Academic Activities Reporting (AAR) data entry process. Including coordinating with divisions to ensure University and College timelines are met. 
• Resource for effort certification related questions from UF and COM. Understand the relationship between AAR and Effort. 
• Oversees time approval process within Educational Affairs and ensure the divisions processes are appropriate. 
• Analyze needs and make recommendations, within their areas of responsibility, to the Senior Associate Dean and Director of Administration. Developing or updating workflows to streamline processes.

About the College of Medicine:

The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepa