Associate Director, Ophthalmology

University of Texas at Austin•Austin, TX

11d

About The Position

To serve as the administrative leader integral to the development and active management of operations, budget, clinical strategy, academic progress, and growth opportunities for the Department of Ophthalmology.

Requirements

Bachelor's degree and at least 7-8 years of related experience including 5 years of professional experience in academic healthcare.
Demonstrated project organization skills, including the ability to multi-task, balance priorities, set and manage timelines for deliverables.
Highly proficient in Microsoft Word, Excel, and PowerPoint, with the proven ability to produce professional documents in MS Power Point.
Experience with change management in complex organizational settings.
Proven ability to manage complex projects independently.
Strong and demonstrated written and verbal communication skills.
Detail-oriented, excellent record keeping and organization skills, with strong follow-through and accountability.
Excellent customer service orientation and proven experience working with internal and external staff, collaborators and end-users.
High degree of self-motivation and ability to work efficiently and flexibly in a fast-paced environment with minimal guidance

Nice To Haves

Master's degree in Business Administration, Healthcare Administration, Public Health, Public Policy or other related field
Professional project management certification/training.
Familiarity and experience with an Ophthalmology practice and/or a surgically oriented practice.

Responsibilities

Oversee Departmental daily operations devising procedures and developing operational tactics in support of the department’s aims. Ongoing focus on improving departmental efficiency and service delivery while upholding best practices in management and administration.
Manage financial transaction processes in the department to ensure timely and accurate processing of all requests and compliance with all university and medical school business policies and procedures for all fund sources (core, start-up, philanthropy, and grants/sponsored projects).
Prepare reports to analyze variances and forecasts to aid in departmental business decisions. Provide ad-hoc reports as needed. Proactively monitor, identify corrections, and process FTE cost allocations in Workday.
Train administrative staff in processing financial transactions, allowability and appropriate use of funds. Audit and approve financial documents created by staff related to procurement, travel, payments, tuition, ProCard/event cards, events, reimbursements, and correction documents as needed.
Lead and coordinate projects to implement administrative changes and optimize procurement, account payable, inventory, and general business areas in department. Manage account and endowment sheets for faculty and department. Ensure departmental guides containing accounts and codes are maintained for tracking expenditures.
In partnership with chair of Ophthalmology, develop and manage the strategic priorities and ongoing growth of clinical programs, education offerings, faculty relations, research portfolio and opportunities for community impact.
Assist Sr. Director in preparing annual departmental budgets including budgets for internal Dell Med initiatives or projects. Review budgets for completeness, accuracy, rationality and suggest alternatives where appropriate. Serve as departmental liaison with the Dell Med Finance Office. Manage the department’s local business/HUB purchasing and tracking.
Assist Sr. Director in leading efforts to document processes and ensure compliance with internal UT, DMS, and applicable external policies. Provide continuity among projects and develop training plans to roll out applications, new processes. Perform monthly account reconciliation and analysis. Assist Director with budgeting, endowment and gift compliance, and other accounting matters. Gather data and assist with reporting and complex departmental decisions. Oversee all UT contracts and expenditures for the programs.
Facilitation and coordination of Department planning, retreats, meetings, projects, processes, or requests from Department or Dell Med/UT. Develop and maintain project plans, tracking progress to assist leadership with holding team members accountable for timelines and deliverables for successful completion of projects, ensuring stakeholders are appropriately apprised of progress and barriers.
Collaborate with department grants specialists attending kick-off meetings to review terms and conditions for each award. Assist in departmental post-award support to DMS Grants Specialist. (i.e. expenditures for sub-award invoice payments, processing expenditure corrections, internal department stop-gap account and processes costing allocations in Workday and recommend budget transfers to DMS SPA.) Collaborate with DMS Grants and Contracts Specialists and HR to produce monthly financial reports and specialized projections for each faculty member. Assist the Senior Director and Chair with implementing special reports for financial initiatives. (ie. Effort Reports and Templates, Projection Models, etc.) Interpret and ensure compliance with federal, state, and University policy