Manager, Administrative Operations

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The Department of Executive Dean for Research has an exciting opportunity for a full-time, Manager, Administrative Operations to work on-site in Miami, FL.

The Manager, Administrative Operations oversees the day-to-day administrative and operational functions of the Executive Dean for Research Office (EDRO). The position provides executive support, manages administrative programs and office operations, oversees communications and operational processes, and leads the development and implementation of standard operating procedures. The role serves as a central resource for administrative operations, helping ensure efficient service delivery, operational consistency, and support for EDRO's growing portfolio of research, transformation, and strategic initiatives.

• Manages the calendar of the AVP, MSOM Research Operations, strategically prioritizing, scheduling, rescheduling, and canceling high-level meetings in alignment with executive priorities and deadlines.

• Coordinates meetings with internal departments, UMMSM, UHealth, and external organizations, and prepares briefing materials, presentations, and relevant updates to ensure executive readiness.

• Administers the Faculty Development & Mentorship Consultation Service, coordinating requests, scheduling consultations, maintaining records, and supporting a responsive experience for faculty participants.

• Manages the medresearch@miami.edu mailbox by triaging inquiries, routing requests to the appropriate staff, tracking responses, and ensuring timely follow-up.

• Leads EDRO communications across the MedResearch listserv, Teams channel, newsletter, and office announcements, maintaining distribution lists, coordinating schedules and content, and ensuring communications are timely, accurate, and aligned with institutional standards.

• Conducts quarterly reviews of the EDRO website for accuracy, currency, accessibility, and consistency, coordinating updates with content owners.

• Attends administrative meetings, prepares agendas and materials as needed, documents decisions and action items, and supports timely follow-through.

• Prepares and submits expense reimbursements and reconciles of P-Card transactions, maintaining complete receipts and supporting documentation in accordance with university policy.

• Assesses administrative operations across the EDRO and develops, implements, and maintains standard operating procedures, guidelines, and workflows to strengthen efficiency, consistency, and service delivery.

• Oversees office requisitions and maintain accountability for EDRO's technology, equipment, and supply inventory. Coordinates procurement, replacement planning, inventory controls, and technology needs with IT, Procurement, and other University partners to ensure operational readiness and uninterrupted support of departmental activities.

• Prioritizes and manages multiple executive-sponsored projects and special assignments, monitoring milestones, coordinating stakeholders, and driving work to timely completion.

• Leads the planning and execution of annual and ad hoc EDRO events, including all-staff meetings and holiday events, overseeing logistics, communications, vendors, budgets, and day-of coordination.

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.

Bachelor’s degree in business administration, Public Administration, Healthcare Administration, Communications, Higher Education Administration, or a related field required.

• Minimum three years of relevant experience required.
• Experience in administrative operations, business operations, executive support, office management, communications, event coordination, process improvement, or program administration within a healthcare, academic, higher education, or research environment preferred.
• Experience developing standard operating procedures, managing administrative programs, coordinating multiple stakeholders, and supporting leadership initiatives preferred.

• Knowledge of administrative and operational management principles and business process improvement.
• Ability to develop, implement, and maintain standard operating procedures, workflows, and operational controls.
• Strong organizational and project management skills with the ability to manage multiple priorities and deadlines.
• Ability to coordinate communications, meetings, events, and administrative programs across diverse stakeholder groups.
• Strong written and verbal communication skills with attention to detail.
• Proficiency in Microsoft Office, Teams, SharePoint, Workday, and other business systems.
• Ability to analyze operational needs and implement solutions that improve efficiency and service delivery.
• Ability to work independently, exercise sound judgment, maintain confidentiality, and manage sensitive information.
• Strong customer service, problem-solving, and relationship management skills.
• Ability to support executive leadership and coordinate activities across a complex organizational environment.