Sr. Manager Administrative Operations

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The Pathology Department at the University of Miami has an exciting opportunity for a Sr. Manager, Administrative Operations.

SUMMARY

The Sr. Manager, Administrative Operations (H) manages office activities and services including the supervision of office staff to achieve maximum productivity and expense control. The incumbent creates policies and procedures for administrative activities, such as records maintenance, document preparation, mail distribution, reception, and other related internal operations.

CORE JOB FUNCTIONS

• Ensures all administrative operations run smoothly and efficiently. Evaluates existing internal controls and approval processes and makes recommendations on how to improve fiscal integrity and operational efficiency.

• 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. Oversees the review, approval and reporting of all expenditures.

• Implements department human resources actions, which may include hiring, terminations, salary etc.

• Recruits, trains and prepares performance reports for staff.

• Manages, implements, coordinates, plans and evaluates the administrative operations for the department/division.

• Oversees 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.

• Manages the delivery of 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.

CORE QUALIFICATIONS

Education:

High school diploma or equivalent

Experience:

Minimum 6 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.

DEPARTMENT ADDENDUM

Department Specific Functions

• Maintain oversight of lab leadership calendars, standing meetings, and committee coordination.

• Ensure cross-coverage and continuity during leadership absences or transitions.

• Review and streamline administrative processes across the lab enterprise.

• Serve as thought partner to the AVP, flagging risks and recommending administrative efficiencies.

• Support performance review processes, accountability structures, and organizational culture initiatives.

• Represent AVP in selected meetings or working groups, reporting back with summaries and actions.

• Monitor and ensure completion of lab performance metrics, dashboards, and operational scorecards.

• Track and follow up on action items from leadership meetings and departmental initiatives.

• Develop and maintain project timelines, status updates, and risk mitigation plans.

• Track progress and accountability for strategic initiatives (e.g., Beaker implementation, soft/hard go-lives).

• Partner with HR and Lab Directors on org charts, job descriptions, staff transitions, and workforce planning.

• Assist in the development and monitoring of operational and capital budgets across lab departments.

• Track expenditures, financial justifications, and salary adjustments for key administrative and technical staff.

• Draft communications and updates to internal stakeholders on behalf of AVP.

• Create standardized templates, reports, and tools for managers (e.g., status reports, meeting agendas).

Department Specific Qualifications

Experience:

Laboratory background or relevant experience highly preferred

Knowledge, Skills and Attitudes:

• Ability to maintain effective interpersonal relationships

• Ability to communicate effectively in both oral and written form

• Skills in collecting, organizing, and analyzing data

• Proficiency in computer software (i.e. Microsoft Office)

• Strong knowledge of laboratory workflows, equipment, and compliance requirements.

• Exceptional project management skills with a proven ability to manage multiple large-scale projects simultaneously.

• Excellent communication and interpersonal skills to liaise with diverse teams and stakeholders.

Any relevant education, certifications and/or work experience may be considered.

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.

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.

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