Director, Business Operations - Institutional Support

UTMB•Galveston, TX

13d

About The Position

The Director, Business Operations plans, directs, and implements multi-departmental business management, fiscal operations, budgetary affairs, and administrative services within the Institutional Support entity. This role performs advanced fiscal and policy administration and managerial functions, and is responsible for the development, maintenance, processing, and management of the Office of the President’s business operations hub and associated transactions. The Director oversees and coordinates operational effectiveness, resource allocation, management, and communication within Institutional Support. The position directs a complex shared-services operation and provides administrative and financial management services for the Office of the President and designated departments reporting to it. It works closely with Institutional Support executive leadership on divisional operations; oversees fiscal operations, capital projects, human resources, and budgetary controls; and ensures accurate financial management, regulatory compliance, and protection of institutional assets. The Director leads budgeting, business planning, forecasting, financial and operational analysis, contracting and procurement coordination, sponsored-project collaboration, HR administration, employee training, performance improvement, internal controls, and process improvement. The role also coordinates inventory, space surveys, access, and facilities needs, serves as a financial signature authority for designated departments, and handles escalated customer concerns.

Requirements

Bachelor’s degree in Business Administration, Accounting, or a related field.
Ten years of progressively responsible experience and management experience.
Knowledge of financial planning, reporting, analysis, and forecasting.
Knowledge of project management, human resource planning, and evaluation.
Strong leadership and managerial experience.
Ability to handle multiple priorities simultaneously.
Advanced decision-making skills and ability to operate with a high level of autonomy, setting and prioritizing goals.
Ability to ensure compliance with applicable internal and external controls, regulations, policies, and procedures, and coordinate with involved parties as needed.
Excellent communication and interpersonal skills.

Nice To Haves

Master’s degree in Business Administration, Accounting, or a related field.
Fifteen years of business or management experience at a level comparable to the duties and responsibilities of this position.
Experience preferably in an academic, medical center, or similarly complex institution.

Responsibilities

Direct the operation of a complex shared-services operation, including transactional and service components.
Provide administrative and financial management services for the Office of the President and designated departments reporting to it.
Work with Institutional Support executive leadership on the day-to-day operations of their divisions.
Direct divisional systems for fiscal operations, capital projects, human resource management, and budgetary controls to ensure accurate financial management, compliance, and safeguarding of assets.
Direct the development and preparation of budgets and business plans, review budget proposals, and prepare supporting documentation and justifications.
Provide departmental leadership and financial management for long-term capital and operating expenditure tracking and forecasting.
Develop, analyze, and interpret financial and operational metrics.
Serve as a liaison and point of contact for Institutional Support departments and institutional service providers, including Human Resources, Facilities Planning, Finance, and the Office of Legal & Regulatory Affairs.
Act as contracts liaison with Legal Affairs and Supply Chain Management, routing contracts and agreements through procurement or accounts payable processes.
Collaborate with principal investigators and Research Administration throughout the sponsored-project life cycle.
Oversee HR administration for supported departments, including recruitment, salary administration, and retention plans.
Master new systems, technologies, and procedures; train team members and provide ongoing guidance to supported departments.
Promote employee development, functional expertise, quality management, employee satisfaction, and customer service.
Direct divisional performance improvement related to productivity, quality, and customer satisfaction.
Ensure the development of a well-trained administrative and financial support workforce.
Establish, monitor, and communicate departmental practices that ensure compliance with UTMB policies and procedures.
Identify opportunities for process improvement and develop best practices and streamlined processes for the business operations hub.
Ensure divisional adherence to institutional annual and strategic goals and objectives.
Develop and oversee each division’s internal-control system to protect institutional integrity and resources.
Manage customer concerns escalated through the established service hierarchy.
Serve as financial signature authority for designated Institutional Support departments.
Request and maintain information-resource access as Steward and physical access to institutional assets as Key Control Officer.
Oversee the annual inventory and asset-management process and reporting of institutional space occupancy and usage through the annual Space Survey.
Coordinate maintenance and construction needs of supported departments with Facilities Planning.
Adhere to internal controls and reporting structure and perform related duties as required.