Senior Department Administrator, Research

About this role

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The Department of Physiology and Biophysics has an exciting opportunity for a Senior Department Administrator, Research to work on-site in Miami, FL.

DEPARTMENT SPECIFIC JOB SUMMARY The Sr. Department Administrator, Research, serves as the administrative leader and senior management advisor to the Chair of the department of Physiology and Biophysics. The Sr. Department Administrator,  Research, 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 Sr. Department Administrator, Research 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.

DEPARTMENT SPECIFIC JOB FUNCTIONS 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

Grant/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.

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.

DEPARTMENT PREFERRED 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 Abilities: • 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 Miam

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