Manager, Administrative Operations (Firefighter Cancer Initiative)

Current Employees:

If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here 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 .

Department Specific Functions

The SCCC Manager of Administrative Operations plays a pivotal role in supporting the Firefighter Cancer Initiative by overseeing and managing administrative functions essential for the smooth operation of the organization. This position requires a proactive, detail-oriented individual with exceptional organizational and communication skills, as well as a strong commitment to the mission of improving firefighter health and safety.

CORE JOB FUNCTIONS                                                                                                          

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.

Key Responsibilities:

Administrative Oversight:

• Oversee day-to-day administrative operations to ensure efficiency and effectiveness.
• Develop and implement administrative policies and procedures to streamline workflows and enhance productivity.
• Maintain accurate records, files, and databases related to administrative activities.

Team Management:

• Supervise administrative staff, including recruitment, training, performance evaluation, and professional development.
• Foster a positive and collaborative work environment conducive to high performance and employee satisfaction.
• Delegate tasks appropriately and provide guidance and support as needed.

Financial Management:

• Manage budgetary matters related to administrative expenses, including monitoring expenditures, preparing financial reports, and forecasting future needs.
• Place orders and track status for supplies and equipment needed for FCI Mobile Clinic.
• Manage billing and reconciliation functions associated with FCI Mobile Clinic.
• Coordinate with the finance department to ensure compliance with financial policies and procedures.

Project Coordination:

• Collaborate with program managers and other stakeholders to support project planning, execution, and evaluation.
• Coordinate logistical arrangements for meetings, events, and initiatives, including scheduling, venue booking, and resource allocation.
• Gather data necessary for state reporting and submit as required.
• Create presentations, productivity reports, graphs, and other documents related to the program.
• Coordinate van maintenance, repairs, cleaning with facilities and/or appropriate vendors.

Communication and Liaison:

• Serve as a primary point of contact for internal and external stakeholders regarding administrative matters.
• Facilitate communication between different departments and teams within the organization.
• Build and maintain positive relationships with partners, vendors, and service providers.

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

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 effectively plan, delegate and/or supervise the work of others.
• Knowledge of business and management principles.

#LI-YC1

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 for additional information.

Job Status:

Full time

Employee Type:

Staff

Pay Grade:

A11