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The Gordon Center has an exciting opportunity for a full-time Manager, Administrative Operations. to work in Miami, FL The Manager, Administrative Operations evaluates, administers, and manages all business and administrative matters including budget, operations, programs and personnel administration for the assigned department. This position also provides financial analysis and strategic planning as well as manages the budgetary controls in partnership with various levels of management.
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.
MINIMUM Qualifications
High school diploma or equivalent
Minimum 5 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 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.
Department Specific Functions
The Manager, Administrative Operations assists the Director Business Operations in the day-to-day activities of the Gordon Center for Simulation and Innovation in Medical Education (Gordon Center) by performing a variety of administrative, financial and clerical duties. The primary responsibilities of the position include assisting with financial processes for programs training over 20,000 learners per year and the research and technical divisions that include the production of Harvey, the Cardiopulmonary Patient Simulator.
Assists the Director Business Operations with preparation of financial reports, budget planning, and revenue/expense modeling.
Participates in financial analysis including monitoring and reporting on monthly budget variances and opportunities to improve performance.
Manages, reviews and reconciles the Gordon Center accounts to adhere to budget allocations.
Processes and keys journal entries for corrections/chargebacks
Responsible for all aspects of purchasing, receiving and accounts payable for the Gordon Center including University policies and procedures in locating appropriate vendor, quotes, on-line purchasing with back up, follow up with vendors, receiving goods and accounts payable for all divisions of the Center.
Responsible for research of vendors for parts to be used in development of programs for Gordon Center software and simulation systems.
Manages support systems to assure availability of cost-effective supplies, equipment, and management information.
Maintains system for proper control, maintenance, and utilization of supplies.
Processes bank deposits for course fees and product payments following bank, University and Gordon Center procedures.
Processes credit card transactions received following institutional finance procedures.
Processes journals for Gordon Center on Workday related to payments of use of office space, course fees from interdepartmental registrants.
Regularly follows-up on journals for approvals.
Prepares submission of contracts and other agreements, including compliance and adherence to rules and regulations
Assists the Director in budget preparation for Gordon Center grants including required reporting.
Coordinates the day-to-day activities of the Gordon Center support staff.
Monitors, analyzes, and evaluates per diem instructor staffing and compensation for appropriateness, efficiency and oversees the payroll submissions.
Responsible for processing in Workday new hires, terminations, promotions, transfer and leave documentation for Gordon Center staff.
Leads the planning and coordination of annual or ad-hoc special events for the Gordon Center and its staff.
Plans and arranges for catering needs for courses and events.
Responsible for the maintenance of Gordon Center, working with Contractors, Physical Plant, Housekeeping, and related University departments as needed.
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.
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