Administrative Manager / Senior Administrative Manager - Pediatrics

UTHealth Houston•Houston, TX

6d•Onsite

About The Position

Join a dynamic and mission-driven department as an Administrative Manager / Senior, providing high-level administrative support to one or more divisions. This role is essential in ensuring smooth day-to-day operations of the division(s), including financial, research, and clinical activities. Typical tasks include: travel coordination, reimbursement processing, recruitment, project management, and professional correspondence and writing. If you’re interested in expanding and growing your career at UTHealth Houston in a supportive and engaging environment, this opportunity is for you.

Requirements

Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
Bachelor’s degree business related field required.
Equivalent level of education and/or experience may substitute for education requirement.
Five (5) years related work experience required.
Prior experience in finance, accounting, business administration or business management required.
Employees must permanently reside and work in the State of Texas.

Nice To Haves

Advanced working knowledge of University financial systems is preferred.

Responsibilities

Manages the day to day business and financial processes, trends past performance and forecasts future financials.
Manages the Human Resources activities for direct reports and department staff in regards to: recruiting and selection, hiring and termination, training, professional development, mentoring, counseling, performance evaluations, and salary plan. May manage Faculty recruitment process.
Regularly handles confidential information and sensitive issues.
Manages faculty and staff files, as well as weekly time reports, vacations, sick leaves, and time and effort reports. Approves all department/division expenditures.
Reviews and obtains necessary approvals for all personnel action forms regarding appointments, promotions, separations, salary actions, fund source changes, and other types of personnel action.
Ensures actions are processed accurately and in a timely manner in the human resources and financial management systems.
Monitors open encumbrances. Manages expenditures and provides a report on the budget status as requested. Provides a comparison between actual and budget.
Monitors travel, purchasing, payroll, timekeeping, contracts and grants.
Manages the acquisition of documents needed to monitor adherence to grant or program requirements.
Maintains departmental, unit or service line equipment and space inventories.
Monitors fund sources to verify accuracy to budgetary restrictions. Takes necessary steps to comply with restrictions.
Provides approval of purchase requisitions based on established signature authority guidelines.
Manages and coordinates the daily activities of the department/program through administrative staff.
May create and edit various communications materials for the department/program, which may include printed materials, web site content and/or department newsletters.
Identifies and solves problems independently whether they are fiscal or administrative.
Serves as an internal and external liaison for the department to provide and ensure a smooth, efficient, and appropriate flow of information.
Reviews current processes to determine effectiveness and efficiencies. Implements changes when necessary.
Responds to questions on departmental, unit, service line or system policies and procedures. Ensures knowledge is disseminated to those affected.
May assist in the preparation of the annual budget. Evaluates and implements annual budgets to include all funding sources. Prepares cost studies and management reports reflecting historical financial data and monitoring expenditures against the budget.
Trains entry level support staff. Leads support staff. Assists with interviewing, orientation and scheduling of staff. Performs lower staff performance evaluations.
Serves as a high level administrative liaison with others within and outside assigned areas regarding business and financial issues on purchasing, personnel, facilities and operations.
Responsible for budgets and financial matters assigned by supervisor. Maintains or reconcile financial records/reports with detailed analysis. FMS training with a passing score is required. Limited signature authority.
Advises on financial and business processes, policies and procedures. Drafts business policy and processes as assigned by supervisor.
Responsible for making routine to complex business and financial decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
Other duties as assigned.