Sr. Manager, Administrative Operations

3M HEALTHCARE; Miami (FL); On-site; USD 110,000 - 150,000; Full time

Job summary

The University of Miami Health System - Pathology Department is seeking a Senior Manager, Administrative Operations to lead on-site in Miami, FL. You will supervise office staff, develop and implement processes, and ensure fiscal integrity and efficient operations.

The role requires guiding departmental activities, managing expenditures and HR actions, and coordinating with central teams to meet milestones while maintaining compliance with University policies.

Qualifications

• Bachelor's degree in a relevant field.
• Minimum 4 years of relevant experience.
• Strong communication and interpersonal skills.
• Ability to manage a budget and department operations.
• Proficiency in Microsoft Office.

Responsibilities

• Ensure administrative operations run smoothly and efficiently.
• Evaluate internal controls and approval processes to improve fiscal integrity and efficiency.
• Coordinate, plan, and direct services supporting the department.
• Plan and coordinate staff duties; analyze complex administrative concerns.
• Develop and implement department processes.
• Oversee review, approval and reporting of expenditures.
• Manage HR actions including hiring, salary actions, etc.
• Recruit, train, and prepare performance reports for staff.
• Manage and evaluate administrative operations for the department.
• Oversee day-to-day staff performance.
• Ensure projects and budgets meet milestones.
• Purchase and maintain office equipment and supplies.
• Track and analyze operational costs.
• Manage service delivery with other departments.
• Establish and assess internal controls and policy compliance.
• Ensure employees are trained on controls and university policy.

Skills

Budget management

Staff supervision

Policy development

Communication

Operational planning

HR processes

Education

Bachelor's degree

Tools

Microsoft Office

Job description

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, please review this tip sheet.

The University of Miami, Health System - Pathology Department, has an exciting opportunity for a full‑time Senior Manager, Administrative Operations to work on‑site in Miami, FL.

The Sr. Manager, Administrative Operations manages office activities and services including the supervision of office staff to achieve maximum productivity and expense control. 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 actions, 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.

Core Qualifications

• High school diploma or equivalent.
• Minimum 6 years of relevant experience.
• Knowledge, Skills and Attitudes:
  • Ability to communicate effectively in both oral and written form.
  • Ability to maintain effective interpersonal relationships.
  • Ability to manage a budget and work within the constraints of that budget.
  • Ability to direct, manage, implement, and evaluate department operations.
  • Ability to effectively plan, delegate and/or supervise the work of others.
  • Proficiency in computer software (i.e., Microsoft Office).

Department Specific Functions

1. Faculty Affairs

• Provide leadership and oversight of Faculty Affairs functions for faculty; serve as the primary liaison to Central Faculty Affairs, Physician Recruitment, the UM Immigration team, and the UM/Jackson credentialing teams.
• Oversee end‑to‑end Faculty Affairs processes for faculty, including recruitment, position requests, hiring, initial credentialing, onboarding, drafting offer letters and supporting documentation, salary actions, performance evaluations, Medicaid billing enrollment, clinical system/application access requests, and off‑boarding.
• Oversee faculty recruitment operations and onboarding progression, ensuring timely coordination and providing leadership with clear updates on candidate status, risks, and next steps.
• Partner with faculty leadership to draft and maintain faculty job descriptions, coordinate job postings/advertisements, and routinely audit job descriptions to ensure they remain current and aligned with departmental needs.
• Provide oversight and accountability for the APT process, ensuring the Manager, Administrative Operations executes files accurately, on time, and in compliance with institutional requirements.
• Serve as the departmental owner for the Annual Faculty Evaluation process, ensuring data coordination, faculty readiness, scheduling support, and timely completion in collaboration with departmental stakeholders.

2. Immigration & International Faculty Operations

• Serve as the departmental owner for immigration and international faculty operations, managing faculty cases directly.
• Identify and escalation of immigration‑related risks, delays, and compliance concerns, with recommended mitigation plans.
• Coordinate and track Medical Faculty Certificate (MFC) submissions/approvals for applicable international faculty to ensure compliance and timely onboarding progression.

3. Staff HR Oversight

• Provide oversight, direction, and accountability to the Manager, Administrative Operations for day‑to‑day HR operations and staff HR workflows, ensuring deliverables are completed accurately, on time, and aligned with departmental expectations and central HR requirements.
• Attend HR‑related meetings and elevate risks, delays, compliance concerns, and sensitive issues to the Director with recommended solutions and mitigation plans.

4. Faculty Development and Mentoring Programs

• Coordinate the day‑to‑day operations of the Faculty Development and Mentoring Program.
• Manage logistics and execution of faculty development workshops, lectures, and engagement events, including scheduling, communications, material preparation, and session delivery.
• Support mentoring initiatives by tracking participation, maintaining records, and facilitating mentor‑mentee engagements in accordance with established frameworks.

5. Supervision and Operations

• Supervise the Manager, Administrative Operations and Sr. Administrative Assistant to ensure the successful execution of operational priorities, collaborating with central institutional teams to drive efficiency and compliance.
• Guide, coach, and mentor direct reports, fostering professional development and a culture of accountability and excellence.
• Lead and monitor departmental projects and operational initiatives from planning through execution, ensuring alignment with departmental goals and timelines.
• Attend assigned departmental and professional events and conferences; provide logistical and administrative support for departmental meetings, events, and conferences.
• Assist the SAO and Director, Administrative Operations with backup Space & Facilities projects, as needed.
• Serve as the primary cross‑functional backup to the Director, Administrative Operations, with the ability to effectively step in and maintain continuity across all administrative functions when the Director is out of the office.

Department Specific Qualifications

• Bachelor's degree, in relevant field.
• Minimum 4 years of relevant experience.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Job Status: Full time; Employee Type: Staff.