Job Information
University of Miami Director, Administrative Operations (H) in Miami, Florida
Current Employees:
If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here (https://www.myworkday.com/umiami/d/task/1422$7248.htmld) to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet (https://my.it.miami.edu/wda/erpsec/tipsheets/ER_eRecruiting_ApplyforaJob.pdf) .
The Department of Medical Education has an exciting opportunity for a full-time to work in Miami, FL. The Director, Administrative Operations directs and oversees various administrative functions, including clerical services, office space, equipment and supplies, vendor management, and/or other support services. Manages functions through managers and supervisors. Tracks and ensures compliance with capital and operating budgets. Manages a departmental sub-function within a broader departmental function.
Directs the administrative and financial support of the department.
Provides long-term strategic planning, overseeing of daily operations, delegating tasks to staff and manages personnel.
Plans and coordinates the duties of staff in addition to analyzes complex administrative concerns.
Provides advice and development and recommendation of administration policy
Serves as principal liaison and representative for personnel and financial matters.
Represents the assigned department in committees and meetings.
Manages administrative budgets and negotiates contracts and agreements with vendors.
Implements department human resources actions, which may include hiring, terminations, salary etc. Recruits, trains and prepares performance reports for staff.
Prepares both internal and external reports for departmental use.
Maintains corporate relationships and monitors operating expenses.
Liaises with HR and 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.
MINIMUM QUALIFICATIONS
Bachelor’s Degree in a relevant field
Minimum 7 years of relevant experience
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 lead, motivate, develop and train others.
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.
Ability to establish department goals and objectives that support the strategic plan.
DEPARTMENT SPECIFIC FUNCTIONS
Operational/ Fiscal
Contributes to the planning and implementation of all administrative activities within the DOME.
Develops and manages annual budgets, and financial presentations for DOME including the Fogel endowment fund. Provides the annual Fogel Report.
Maintains all DOME, AMES and project documents in an organized and secure manner accessible to relevant stakeholders.
Creates and maintains electronic mailing listservs related to AMES, DOME and other educational groups.
Works collaboratively with other website managers to manage DOME/AMES website content.
Manages the application process, data management and compensation for UMMSM contracted suppliers as it relates to specific DOME and AMES events and activities.
Responsible for UREADY team coordination and annual department updates.
Coordinates and provides administrative support for DOME Faculty Meetings, retreats etc.
Works cross-functionally with the Executive Director of Medical Education on departmental projects or initiatives.
Assist the Department Chair in all of the DOME administrative and operational function.
Faculty/ Education Related Activities
Manages the coordination of the monthly Leadership Development Program for Senior Leaders and the Leadership Education and Academic Development (LEAD) Program. Provides support to the LEAD program and maintains all assignments, readings, and correspondence are maintained and posted.
Manages the coordination of the monthly Medical Education Grand Rounds Series, the Medical Education Journal Club, and other Medical Education conferences, faculty development activities, and special events such as Visiting professorships.
Organizes programs and activities in accordance with the mission and goals of the organization
Manages all aspects of event planning, such as scheduling, location, set-up, food, materials, registration, participants, evaluation, etc.
Ensures that programs and projects are proceeding according to schedule, budget, and quality standards
Facilitates collaboration between different schools and/or academic support units throughout the University and ensures dissemination of information regarding programs
Faculty Annual Reviews and Appointment, Promotion and Tenure
Directs appointment, promotion and tenure process for DOME faculty. Maintains records on promotion/tenure and post tenure review.
Provides confidential materials for use in the discussion of each faculty appointment. Prepares all relevant correspondence.
Keeps a current and accurate listing of all faculty appointments in DOME. Directly responsible for tracking when reappointments, promotions, terminations, etc. are due.
Responsible for the generation of DOME correspondence including creation of recommendation letters and review documents for faculty promotions, both external and internal.
Manages the process for DOME Annual Faculty Performance Evaluations and incentive systems under the direction of the chair and within institutional guidelines.
Prepares offer letters and other documentation for DOME faculty appointments and business justifications for all transactions.
Academy of Medical Education Scholars
Contributes to the planning and implementation of all administrative activities and educational activities as well as operational functions of the Academy of Medical Education Scholars (AMES)
Manages the operating budgets, contracts and/or grants administration (AMES grants or external), expenditure compliance and approval, accounts payable, accounts reconciliation, year-end closing, and purchasing within the AMES’s operations.
Ad-hoc duties:
Coordinates and provides administrative support for education related committees, forums and workgroups supported by DOME and AMES, including but not limited to:
Master of Health Professions Education
Educational “RVU” Workgroup
Masters in Global Medical Sciences
Supports the coordination of annual med education conferences including the President’s International Conferences.
Other duties as assigned.
Any appropriate combination of relevant education, experience and/or certifications may be considered.
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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.
Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.
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 (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.
Job Status:
Full time
Employee Type:
Staff
Pay Grade:
H15
The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation.
The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride.
The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings.
Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019.
The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022.
Transforming lives
With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.
The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.
