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Job Title: Manager, Administrative Operations
Coral Gables, FL United States
Manager, Administrative Operations
The Department of Medicine, Division of Hepatology has an exciting opportunity for a Full-Time Manager, Administrative Operations to work on the UHealth Campus. The Manager, Administrative Operations oversees office activities and services including the supervision of office staff to achieve maximum productivity and expense control. Develops procedures and policies for administrative activities, such as records maintenance, document preparation, mail distribution, reception, and other related internal operations.
Provide administrative support for the Director and for the Micky Arison Discovery Laboratory Crohn’s and Colitist Research Laboratory; including assuring Year End PO’s are paid and closed out, main point of contact for grant renewals and progress reports, initiation of administrative shells, and JIT paperwork
Coordinate all travel arrangements (airfare, hotel, registration, and a detailed itinerary)
Maintain log of all expenses and reimbursement for travel and speaking engagements
Responsible for processing reimbursement for travel, dues & membership, events, and other reimbursements via Workday.
Create and maintain database for all abstracts, manuscripts, and presentations for upcoming meetings
Coordinate meetings and prepare supporting documents
Take minutes for quarterly IBD faculty meetings.
Coordinate annual sponsorship events for Crohn’s & Colitis week, and Philanthropic Events
Process Advisory Board agreements and ensure UMMG policy is followed.
Maintain updated CV, bio-sketch and short bio
Maintain and update faculty on-line profile through Digital Measures platform. Update CV, lectures, conferences, scholarly work (Journal, Conferences, Speaking Engagements, articles, etc.)
Responsible for drafting and facilitating responses on all correspondences; prepare letters of recommendation, upload letters thru ERAS
Coordinator for T-32 Candidates, appointments to the grant, initiation of required NIH paperwork, initiation of candidate courses, tracking of current and past trainee positions, publications, and grant funding. Initiation and coordination of required documents for T32 progress reports and submissions
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.
High school diploma or equivalent
Minimum 5 years of relevant experience
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.
Knowledge of research administration, progress reporting, JIT, maintenance of other support and biosketches
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