Administrative Manager/Sr. Administrative Manager - Pediatrics

UTHealth Houston•Houston, TX

10d•Onsite

About The Position

The Administrative Manager will provide operational and administrative leadership for the Pediatric Critical Care Division, overseeing divisional operations, finances, faculty affairs, research administration, and personnel activities while partnering closely with physician leaders, faculty, and staff. The role supports the clinical, educational, and research missions of a nationally recognized team at Children’s Memorial Hermann Hospital. This is an in-person, Monday–Friday position. The position is responsible for the daily business operational and financial management of a large organizational unit or service line. It ensures compliance with fiscal, budgetary, personnel, and operational systems established by university, departmental, program, and grant guidelines. The role makes complex business-process decisions requiring comprehensive knowledge, discretion, and independent judgment across a wide range of regulations, policies, procedures, and business practices. The role also manages or coordinates financial and administrative processes, personnel activities, purchasing, payroll, timekeeping, travel, contracts and grants, facilities, and staff activities. It maintains and reconciles business and financial records, advises on policies and processes, and serves as a liaison within and outside the assigned areas. Employees must permanently reside and work in Texas. This is a security-sensitive position.

Requirements

Bachelor’s degree in a business-related field, or equivalent education and/or experience in place of the education requirement.
At least four years of related work experience.
Prior experience in finance, accounting, business administration, or business management.
Advanced working knowledge of standard office software, including Word, Excel, PowerPoint, and Outlook.
FMS training with a passing score is required.
Must permanently reside and work in Texas.
Must meet the security-sensitive position requirements, including the ability to maintain the security or integrity of critical infrastructure if the position requires relevant access.

Nice To Haves

Advanced working knowledge of University financial systems is preferred.

Responsibilities

Manage day-to-day business and financial processes, review past performance trends, and forecast future financials.
Manage or support human resources activities, including recruiting, selection, hiring, termination, training, professional development, mentoring, counseling, performance evaluations, salary planning, and faculty recruitment, as applicable.
Handle confidential information and sensitive issues.
Manage faculty and staff files and may oversee weekly time reports, vacation and sick leave, and time-and-effort reports.
Approve department or division expenditures and review personnel action forms for appointments, promotions, separations, salary actions, fund-source changes, and other personnel actions, obtaining required approvals.
Ensure personnel and financial actions are accurately and promptly processed in the relevant systems.
Monitor open encumbrances and expenditures, report budget status as requested, and compare actual spending with budget.
Coordinate travel, purchasing, payroll, timekeeping, contracts, and grants.
Acquire documents needed to monitor compliance with grant or program requirements.
Maintain equipment and space inventories for the department, unit, or service line.
Monitor fund sources for compliance with budget restrictions and take steps to address restrictions.
May approve purchase requisitions according to established signature-authority guidelines.
Manage and coordinate daily department or program activities through administrative staff.
May create and edit departmental communications materials, including printed materials, website content, and newsletters.
Identify and independently resolve fiscal or administrative problems.
Serve as an internal and external liaison to support the smooth and appropriate flow of information.
Review processes for effectiveness and efficiency and recommend changes when needed.
Respond to questions about departmental, unit, service-line, or system policies and procedures, and ensure relevant information is shared with affected parties.
May help prepare, evaluate, and implement annual budgets covering all funding sources.
May train and lead support staff; assist with interviewing, orientation, and scheduling; and provide input into lower-level staff performance evaluations.
Serve as a high-level administrative liaison on purchasing, personnel, facilities, operations, and business and financial matters.
Carry out assigned budget and financial responsibilities; maintain and reconcile financial and business records and reports, including analysis.
Complete FMS training and pass the required assessment; operate within limited signature authority.
Advise on financial and business processes, policies, and procedures, and draft business policies and processes as assigned by the supervisor.
Make routine business and financial decisions and judgment calls, and may assist with or recommend moderately impactful decisions.
Perform other duties as assigned.

Benefits

100% paid medical premiums for full-time employees.
Approximately 37–38 days per year of time off, including holidays, a preventative leave day, vacation, and sick time.
Vacation accrual increases with length of service.
Monthly longevity payments after two years of service.
Retirement/pension plan.
Free financial and legal counseling.
Free mental health counseling services.
Gym membership discounts and access to wellness programs.
Employee discounts, including entertainment, car rentals, and cell phones.
Resources for child and elder care.