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|Manager, Business Operations|
Company: University of Miami Health System
Location: Coral Gables, FL
Employment Type: Full Time
Date Posted: 10/20/2021
Expire Date: 12/20/2021
Job Categories: Education
Manager, Business Operations|
CORE JOB FUNCTIONS
Manages, implements, coordinates, plans and evaluates the business operations for the department/division,which may include statistical, performance and managerial reporting, budget support, capital planning, and process improvement. Develops and ensures adherence to departmentís annual budget,in accordance with University guidelines and policies.Participates in financial analysis and planning including monitoring and reporting on monthly budget variances and opportunities to improve performance. Advances strategic financial plan and makes recommendations to senior management on how to best execute the departmentís plan. Formulates department policies and guidelines to carry out the University and department mission. Oversees the review, approval and reporting of all expenditures. Reviews and approves financial transactions. Creates and manages support systems to ensure availability of cost effective supplies, equi pment, and management information. Monitors contractual obligations and ensures consistency with departmental budget, goals, and programmatic initiatives. Evaluates existing internal controls and approval processes, and makes recommendations on how to improve fiscal integrity and operational efficiency. Implements department human resources actions, which may include hiring, terminations, salary etc. Recruits, trains and prepares performance reports for staff. 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.
DEPARTMENTAL SPECIFIC DUTIES:
Direct, coordinate and manage the activities and day-to-day administrative functions of several departments in the College.
Develops and implements internal procedures to facilitate effective flow of transactions between the departments and central offices.
Evaluates needs of the departments, prioritizes and delegates work as appropriate and required to meet objectives and deadlines.
Regularly review departmental practices and implements recommendations for improvement where possible, especially to take advantage of new technology, training and administrative systems.
Maintain interface with chairs regarding policies and procedures and serves as a resource person to analyze and resolve complex issues. Initiates action on all problems and requests except those matters that should be brought to the attention of supervisor(s).
Serve as resource person for university and college policies and procedures. Recommends and implements new policies and procedures regarding the efficient operation of the departmental office, and teaching/research support activities. Respond to inquiries on policy and procedures from various constituencies.
Ensure compliance with departmental and university policies and procedures.
Coordinate special projects and events on ad hoc basis as assigned.
Assists in developing short and long-term operational plans for the departments including projecting possible levels of support from multiple sources of funding.
Responsible for budget planning and the departmentís business affairs and budget control; overall responsibility for fiscal management of accounts.
Works with confidential reports, budgets and payroll authorization.
Assist the chairpersons with the preparation and maintenance of the annual budgets.
Analyses and monitors accounts using the FRS and DMAS systems.
Supervise and facilitate all purchases and reimbursements for the departments. Responsible for negotiating vendor pricing and services and makes purchase decisions.
Responsible for training of staff within the department in fiscal policies and procedures.
Oversees the expenditure control for all travel requests and the preparation of expenditure paperwork, orders, check requisitions, etc. for the departments.
Responsible for accuracy, timeliness and compliance with departmental, college and university policies and procedures.
Identify problems and opportunities, prepares status summary for the chairs and make recommendations as appropriate.
Ensure that expenditures on all accounts do not exceed budgeted levels. For needs beyond established budget, works with chair to identify alternative sources and/or to request funds.
Assist in the preparation of grant proposals to include compilation of data and preparation of budget projections; monitor and verify expenditures; ensure compliance with University and sponsoring agency policies and procedures and prepare financial and administrative reports for submission to sponsoring agencies. Oversees all departmental, support, F&A, and research budgets to ensure compliance with UM and/or federal agency guidelines.
Develops strategic policies and organizational changes to department staff to achieve goals.
Develops goals, actions plans related to personnel administration. Implements procedures to accomplish approved goals.
Direct supervision of exempt and non-exempt staff and student assistants, i.e., monitors attendance, performance, and workflow. Establishes priorities and insures that tasks are assigned to appropriate individuals.
In consultation with College HR Director, advises supervisors on steps for progressive disciplinary action.
Promotes and encourages professional development for employees. Ensures that all individuals receive appropriate training and instructions relative to their responsibilities. Ensures that technical and research personnel are informed of and comply with UM fiscal and personnel policies and procedures.
Coordinates all personnel actions and paperwork for the department. Responsible for on-line approvals of payroll papers.
Identifies problems and informs chairs of major problems that require his/her action or funding from outside the departments.
Assist the chairpersons with the annual faculty reappointment, promotion and tenure process.
Oversee and ensure that all procedures are followed in a timely manner and that paperwork is submitted correctly.
Drafts sensitive and confidential correspondence for Chairs; initiates reports/correspondence, internally & outside UM on behalf of Chairs.
Assist with faculty recruitment process.
Ensures compliance with College and University policies regarding searches (affirmative action, deanís office, etc.); maintains appropriate back-up and documents.
Other duties as assigned