Senior Department Administrator, Research

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The Department of Physiology and Biophysics has an exciting opportunity for a Sr. Director, Department Planning & Operations to work on-site in Miami, FL.

CORE JOB SUMMARY
The Sr. Director, Department Planning & Operations provides leadership and oversight over daily operations and long-term strategic goals of the department. The Sr. Director, Department Planning & Operations works closely with internal and external stakeholders and assumes responsibility for planning, directing, and executing initiatives to create and/or improve departmental processes and functions. The incumbent also assists in the development of department metrics and key performance indicators (KPIs) to improve performance and productivity across a service lines or functional areas.

CORE JOB FUNCTIONS
1. Plans, organizes, directs, and controls the operational activities for the department.
2. Develops and executes a plan to accomplish the department’s goals and objectives.
3. Participates in and ensures that strategic planning is conducted at least annually and ensures the execution of the plan.
4. Executes business cases, working with cross-functional teams outlining business or expansion opportunities, rationales, and execution plans to achieve the vision of the department.
5. Assists in the development of administrative policies and procedures and ensures effective operational standard operating procedures are in place.
6. Supports cross functional projects and initiatives through the development of key milestones, project plans and policy development. Responsible for organizing, distributing, and managing agendas, deliverables, action plans, project plans, and various other tools. Manages action items and processes required to see projects through by engaging multiple teams.
7. Collaborates with leadership to ensure understanding of metrics and initiatives. Leads messaging and communication efforts, provides feedback, and resolves issues and concerns.
8. Builds partnerships across organizational and departmental boundaries to leverage knowledge and refine best practices.
9. Monitors financial performance indicators on an ongoing basis, investigates budget variances, and adjusts operations or recommends adjustments when necessary.
10. Communicates progress on projects and initiatives, outlining opportunities and risks to all stakeholders.
11. 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 required

Experience:
Minimum 7 years of relevant experience required

Knowledge, Skills and Abilities:

• Strategic Alignment: Skilled in aligning departmental goals with enterprise-wide strategy and develops comprehensive strategic plans.

• Financial Management: Ensures fiscal responsibility, and optimization of financial performance.

• Resource Management: Ability to allocate resources and drive innovation and growth.

• Adaptability: Proven ability to adjust to changes and leads/inspires transformational change.

• Team Leadership: Ability to build and lead high-performing teams, manage complex projects, and ensure successful project delivery.

• Technology & Analytics: Understanding of technology, data analytics, and performance measurement to drive strategic decisions and identify opportunities.

• Communication: Ability to influence others, articulate strategic vision, and ensure clear and persuasive communication.

Department Specific Functions

The Sr. Director, Department Planning & Operations, Research, serves as the administrative leader and senior management advisor to the Chair of the department of Physiology and Biophysics. The Director, Department Planning & Operations, generates, manages, and interprets strategic information; provides fiscal management and accountability for all department resources, and provides administrative infrastructure to ensure organizational and department goals are achieved and faculty and staff thrive. The Director, Department Planning & Operations maintains a comprehensive understanding of the similarities and differences among related projects, as well as a broad knowledge of the basic sciences teaching, educational requirements, human resources policies, procedures and practices, research ethics, pertinent laws impacting each area, fiscal management, and research administration.

Budget and Fiscal Planning

• Prepare the Department’s annual budget for submission to the Chairperson for approval and presentation to Leadership .

• Prepare the financial reports for fiscal year-end processes and closing, adhering to the University Controller’s Office guidelines.

• Analyze school’s financial variance reports “actuals” versus proposed budget “plan” as required by the School leadership and the Chairperson.

• Review and make recommendations to the Chairperson on fiscal matters.

• Management of accounting, budgeting, and audits

​ G rant/contracts, Sponsored Programs

• Assist principal investigators in the preparation of budgets for grant proposals and accounting of expenditures related to grant awards, reconciling grants accounts with UM financial system.

• Provide advice to faculty and staff regarding sponsored research administration issues, including appropriateness of budget items, interpreting a broad range of sponsor policies, government regulations, and agency terms and conditions.

• Collaborate with other University groups such as Principal Investigators, Research Administration office, Compliance office, sponsors, and other relevant offices to ensure that sponsored research projects, subcontract agreements are managed in an efficient and effective manner consistent with UM policies and procedures, and applicable agency guidelines, laws and regulations.

Space management and renovation

• Ensure accurate data for certifications of Space use for research activities as it relates to federal annual certifications.

• Implement and supervise periodic walk-thru of relevant space for verification of data and cost analysis.

• Work closely with the Office of Space Management to ensure that all faculty members are provided with appropriate space to support their research projects as well as their teaching activities.

Equipment inventory control

• Manage equipment certifications, service contracts, and maintenance agreements for all departmental capital equipment.

Teaching

• Manage teaching program funds, ensuring that the correct allocations are applied to faculty for their teaching activities; work closely with the Offices of Graduate Studies (OGS) and Medical Education.

Faculty Affairs and Human Resources and ISS Offices

• Collaborate with the Offices of Faculty Affairs, Human Resources, and International Scholar Services.

• Ensure all personnel actions comply with university policies and procedures, as well as employment laws and guidelines; provide appropriate guidance to faculty members.

• Work closely with the Offices of Faculty Affairs and Compensation when processing faculty promotions, salary adjustments, reductions, or retentions.

• Work closely with the Office of Human Resources, when submitting new positions requests on behalf of the faculty, research or administrative staff reclassifications, salary adjustments, and terminations.

• Assure that all Visa requests are submitted on a timely manner to the office of ISS for all incoming research personnel requiring Visa and Summer Visiting Scholars.

• Balance day-to-day operations with long-term planning to support both employees and organizational leadership.

Other responsibilities

• Represent the department, as requested by the Chairperson, in meetings with the Dean’s office, Medical Budget and Finance, Human Resources, Space Management, ORA and other university offices .

• Other duties as assigned: Comply with different offices of UM that request information and/or templates with very pressing deadlines.

Department Specific Qualifications                                                                             

Education:

Bachelor’s degree in finance, Accounting, Business Administration, Public Administration, or a related field.

Experience:

• Senior leadership experience in an academic department with sponsored programs activity.

• Supervisory/leadership experience overseeing staff.

• Experience with enterprise financial systems, e.g., Workday

• Experience collaborating with senior leadership on strategic financial planning.

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).

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. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Job Status:

Full time

Employee Type:

Staff