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The Pathology Department at the University of Miami has an exciting opportunity for a
Director, Administrative Operations in Downtown, Miami.
SUMMARY
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.
CORE JOB FUNCTIONS
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.
CORE QUALIFICATIONS
Education:
Bachelor’s Degree in relevant field
Experience:
Minimum 7 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 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 ADDENDUM
Department Specific Functions
1. Space and Facilities Management
- Direct and oversee departmental space planning, allocation, and facilities management to ensure optimal utilization, safety, and compliance with institutional standards.
- Supervise department staff and provide guidance to the Senior Project Coordinator in managing, monitoring, and escalating facilities-related requests.
- Coordinate clinical, research, education, and administrative space moves, remodels, and renovations in collaboration with institutional space and facilities teams.
- Manage office setup and logistical support for new faculty and staff, including space assignments, equipment, and supply needs.
- Develop and maintain departmental policies and SOPs related to facilities and space operations.
- Staff and support related committees, task forces, and working groups.
- Serve as departmental liaison to institutional space and facilities, safety, and supply chain offices to ensure timely issue resolution and policy adherence.
2. Faculty Affairs and Human Resources Liaison
- Provide leadership and oversight of all faculty and staff HR and faculty affairs functions, ensuring compliance with institutional and regulatory standards.
- Partner with central HR and Faculty Affairs offices to manage recruitment, hiring, credentialing, onboarding, performance management, compensation actions, and terminations.
- Oversee immigration and visa processes for faculty and staff in collaboration with institutional offices.
- Coordinate annual faculty evaluation processes, appointment tracking, and APT Committee operations.
- Develop, maintain, and communicate departmental HR and Faculty Affairs policies, procedures, and SOPs.
- Support department wellness, engagement, and belonging initiatives including managing staff recognition and professional faculty development programs.
- Ensure departmental compliance with mandatory trainings, health, and regulatory requirements.
- Prepare official correspondence, including announcements, letters, and communications as requested by the Chairs office.
- Supervise HR and Faculty Affairs staff, providing mentorship, goal setting, and professional development opportunities.
- Oversee departmental committee operations, meeting logistics, and event planning related to faculty and staff programs.
3. Accounts and Contracts Administration
- Oversee the preparation, review, and execution of departmental contracts, MOUs, and related business agreements.
- Collaborate with strategy and finance teams to develop business plans and proformas for contract proposals and renewals.
- Ensure compliance with institutional contracting policies and procedures, including financial and regulatory review processes.
- Oversee contract tracking, reporting, and compliance review (including FFPE analysis).
- Act as the departmental representative in communicating with clients, vendors, and other stakeholders in the contract process.
- Supervise staff involved in contract administration and maintain SOPs and policy documentation for this function.
- Staff and support related committees, task forces, and working groups.
4. Administrative Support Team
- Direct the administrative support infrastructure of the department, supervising administrative assistants and support personnel.
- Oversee workload distribution, training, and performance management to ensure effective office operations.
- Implement standard administrative procedures and internal controls to promote efficiency and compliance.
- Maintain up-to-date policies, SOPs, and process documentation.
- Staff and support related committees and initiatives to enhance administrative excellence and service delivery.
5. Business Development and Innovation
- Collaborate with the Vice Chair for Business Development and Innovation to advance departmental strategies and initiatives.
- Support strategic partnerships, innovation programs, and outreach activities, including coordination of innovation mixers and related events.
- Provide administrative and project management support for new initiatives and business ventures.
- Supervise staff supporting innovation programs and ensure alignment with institutional strategy.
- Develop policies, procedures, and documentation supporting innovation and business development activities.
6. Development and Philanthropy
- Partner with the Office of Development to identify and support philanthropic opportunities for the department.
- Lead departmental engagement efforts in institutional giving programs (e.g., Dolphins Cancer Challenge, United Way Campaign).
- Coordinate development-related communications, events, and donor outreach activities.
- Oversee staff participation in development functions and maintain relevant SOPs and policy documents.
- Support the Development Committee and other related initiatives promoting donor engagement and community relations.
7. Faculty Mentoring and Development
- Design, implement, and oversee faculty mentoring and career development programs that support academic advancement, leadership growth, and professional success.
- Partner with the Chair, Vice Chairs, and Division Chiefs to identify mentoring needs and match faculty with appropriate mentors or development resources.
- Coordinate onboarding and continuing orientation for new and existing faculty, emphasizing academic expectations, research support, teaching opportunities, and promotion pathways.
- Develop and manage workshops, retreats, and seminars that foster mentorship engagement, leadership skills, and academic collaboration.
- Track and report on mentoring participation, outcomes, and faculty progress toward promotion and career milestones.
- Collaborate with Central Faculty Affairs, the Office of Professional Development, and institutional leadership to ensure alignment with university-wide mentoring initiatives.
- Support diversity, equity, inclusion, and belonging goals within faculty development activities.
- Maintain documentation, resources, and SOPs related to faculty mentoring and professional development programs.
- Staff and support departmental committees and task forces dedicated to faculty advancement and career development.
8. General Leadership and Strategic Operations
- Provide strategic direction and operational oversight for all administrative functions within the department.
- Supervise cross-functional teams, fostering collaboration and efficiency across units.
- Establish performance goals and metrics for administrative operations, monitoring progress and ensuring accountability.
- Serve as a key liaison between departmental leadership, institutional offices, and external partners on administrative matters.
- Ensure compliance with all University policies, accreditation standards, and regulatory requirements.
- Drive continuous improvement through process evaluation, innovation, and implementation of best practices.
- Lead by example, promoting professionalism, teamwork, and a culture of excellence across the administrative workforce.
- Contribute to long-term strategic planning and resource optimization initiatives in collaboration with department leadership.
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 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.
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.
Job Status:
Full time
Employee Type:
Staff
Pay Grade:
H15