Director, Administrative Operations Bascom Palmer Eye Institute - Full Time

University of Miami - Coral Gables, FL

Full-time - Manager

Coral Gables, FL

Educational Services

About the position

The Director, Administrative Operations at the University of Miami's Bascom Palmer Eye Institute is responsible for overseeing various administrative functions, including clerical services, vendor management, and compliance with budgets. This role involves strategic planning, managing personnel, and serving as a liaison for financial matters, ensuring effective operations and support for clinical services.

Responsibilities

• Directs the administrative and financial support of the department.
• Provides long-term strategic planning and oversees daily operations.
• Delegates tasks to staff and manages personnel.
• Plans and coordinates the duties of staff and analyzes complex administrative concerns.
• Provides advice and develops recommendations for administration policy.
• Serves as principal liaison for personnel and financial matters.
• Represents the department in committees and meetings.
• Manages administrative budgets and negotiates contracts with vendors.
• Implements human resources actions including hiring and terminations.
• Recruits, trains, and prepares performance reports for staff.
• Prepares internal and external reports for departmental use.
• Maintains corporate relationships and monitors operating expenses.
• Liaises with HR and other departments.
• Establishes and assesses the effectiveness of internal controls and compliance with policies.
• Ensures employees are trained on controls and policies.
• Supervises service managers and leads overseeing physician administrative support staff.
• Researches industry best practices and technologies for administrative support teams.
• Manages initiatives impacting all services and locations for standardization and education.
• Develops effective Standard Operating Procedures (SOPs) and training materials.
• Ensures managers document projects and initiatives for reporting to leadership.
• Provides administrative support and coordination for assigned specialties and projects.
• Oversees support staff assigned to clinical specialties and providers.
• Supports clinical service line expansion initiatives through business proposal development and financial analysis.
• Manages implementations and documents project plans and workflows.
• Develops reports and metrics to monitor provider productivity and patient care.
• Implements processes and technology to track and improve staff productivity.
• Monitors patient satisfaction scores and designs improvement initiatives.
• Facilitates monthly meetings to present consolidated data on service performance.
• Coordinates onboarding and orientation of new faculty and providers.
• Proactively assesses patient volumes and clinic flow for efficiency.
• Ensures patient concerns are documented and addressed timely.
• Develops and monitors provider In-Basket reports for timely resolution.
• Communicates data to providers to inform their practices.
• Oversees coordination of faculty schedules and ensures updates in scheduling software.
• Ensures providers have appropriate support for clinical activities.
• Ensures faculty maintain credentialing documents and coordinates education functions.
• Provides ancillary, clerical, or medical support to providers.
• Contributes to the development of the annual operating expense and capital budget.
• Acts as administrative lead for equipment repairs and clinic renovations.
• Rounds in clinical areas and participates in clinic huddles.
• Remains up-to-date on regulatory requirements and performs audits.

Requirements

• Bachelor's Degree in relevant field.
• Minimum 7 years of relevant experience.
• Ability to prepare and maintain records, files, reports, and correspondence.
• Effective communication skills in both oral and written form.
• Ability to maintain effective interpersonal relationships.
• Ability to lead, motivate, develop, and train others.
• Ability to manage and evaluate department operations.
• Knowledge of business and management principles.
• Ability to establish department goals supporting the strategic plan.

Nice-to-haves

• Master's degree in Business Management or Healthcare Administration preferred.
• Six Sigma Green Belt or Equivalent preferred.
• Experience in a leadership role within a clinical setting required.
• Experience supporting physicians and coordinating patient care activities required.
• Experience with an electronic medical record system (EMR) required (Epic preferred).
• Experience managing projects and performing data analytics preferred.
• Skilled in Microsoft Office applications, primarily Excel for data analytics.

Benefits

• Medical insurance
• Dental insurance
• Tuition remission
• Comprehensive benefits package