Manager, Business Operations

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The Department of Medicine, HIV AIDS Institute has a exciting opportunity for a Manager, Programs.

• Provides general oversight of operations, including supervision and performance management of all assigned staff including making decisions as they pertain to hiring, training, evaluation, promotion and termination
• Manages daily operation and performance of the staff and directs them in achieving the HIV/AIDS Institute goals and objectives
• Primary liaison with Human Resources representative to ensure the timely processing all new hires, terminations, promotions, position changes and employee leaves for departmental staff
• Serves as a liaison between the department and Human Resources representative in coordinating documentation, actions, and disputes, and assists in the resolution of said items
• Manages onboarding, training, and orientation for all staff
• Responsible for coordination and preparation of HEIDI’s Progress Reports (annual and quarterly) as well as HEIDI’s funding renewal with the State of Floria and submission of supplemental grants and documents as needed
• Is knowledgeable of Institute activities, projects, schedule; Understands the Institute’s programmatic priorities and activities, and prepares documents and presentations on strategic
• Manages the coordination of meetings for internal and external advisory boards as well as special projects and major events including annual symposium(s)
• Provides programmatic coordination; identify redundancies and opportunities for collaboration and resource sharing; recommends changes regarding program activities and procedures as needed
• Monitors and reports on progress of milestones and scheduled completion to HEIDI Director
• Initiates, establishes, and maintains business and strategic relationships with key stakeholders, both internal and external to the organization (collaborators, sponsors, and business partners) on behalf of Institute leadership.
• Oversees space/facilities needs for unit including initiating and coordinating facilities/maintenance work orders, IT/telecommunications needs
• Develops, manages and maintains website content
• Supports department/division initiatives as needed
• Orchestrates proactive crisis management for sensitive issues
• Acts as a liaison with the University development office for fundraising activities and assists the Institute’s partners with administrative oversight
• Acts as liaison with University government affairs office
• Develops annual operating budget, provides analysis and forecasting, presents budget proposals to leadership
• Monitors expenditure compliance of accounts within Federal, State, and Institutional guidelines.
• As cost center manager for the HIV/AIDS Institute, manages and helps coordinate reviews and reconciliation of departmental accounts to adhere to budget allocations
• Monitors the financial results to ensure fiscally responsible use of funds for numerous institute accounts and multiple pilot awards
• Reviews and approves departmental travel preparations and reimbursements for conference/training coordination
• Coordinates processing of departmental contractual agreements
• Acts as a liaison with the assigned university representative from the Office of Research supporting the institutes with administrative and financial management and reporting of state contracts

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.

Minimum Requirements:

Bachelor’s degree in relevant field

Minimum 3 years of relevant experience

• Ability to communicate effectively in both oral and written form.
• Ability to maintain effective interpersonal relationships.
• Ability to manage a budget and work within the constraints of that budget.
• Ability to direct, manage, implement, and evaluate department operations.
• Ability to effectively plan, delegate and/or supervise the work of others.
• Proficiency in computer software (i.e., Microsoft Office).

Any appropriate combination of relevant education, experience and/or certifications may be considered.

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