Director, Business Operations - Institutional Support

University of Texas Medical Branch (UTMB)•Galveston, TX

16h

About The Position

Plans, directs, and implements multi-departmental business management, fiscal operations, budgetary affairs, and administrative services within the Institutional Support entity. Performs advanced fiscal and policy administration and managerial functions, and is responsible for developing, maintaining, processing, and managing the business operations hub of the Office of the President and its associated transactions. Oversees and coordinates operational effectiveness, resource allocation and management, and communication within Institutional Support. The position directs a complex shared-services operation and provides administrative and financial management services to the Office of the President and designated departments. It works with Institutional Support executive leadership on division operations and oversees fiscal operations, capital projects, human resources, budgetary controls, internal controls, performance improvement, and compliance. The role also coordinates contracts, sponsored-project activity, facilities needs, inventory, asset management, space reporting, and access to institutional resources. It serves as a financial signature authority and manages 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 the level of duties and responsibility of this position.
Experience preferably in an academic, medical center, or similarly complex institution.

Responsibilities

Direct a complex shared-services operation, including its transactional and service components.
Provide administrative and financial management services to 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 division-wide fiscal operations, capital projects, human resource management, and budgetary controls to ensure accurate and timely financial management, compliance, and protection of institutional assets.
Direct the development and preparation of budgets and business plans, review budget proposals, and prepare supporting documentation and justification.
Provide leadership and financial management for the development of long-term capital and operational expenditure tracking and forecasting across multiple departments.
Develop, analyze, and interpret financial and operational metrics.
Serve as liaison and point of contact for Institutional Support departments and service providers, including Human Resources, Facilities Planning, Finance, and Office of Legal & Regulatory Affairs.
Act as contracts liaison with Legal Affairs and Supply Chain Management and route contracts or agreements through Procurement or Accounts Payable.
Coordinate between division Principal Investigators and Research Administration throughout the sponsored-project life cycle.
Oversee human resources administration, 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, and ensure development of a well-trained administrative and financial support workforce.
Establish, monitor, and communicate departmental practices to ensure compliance with UTMB policies and procedures; identify process-improvement opportunities.
Ensure the division adheres to institutional annual and strategic goals and objectives.
Develop and oversee each division’s internal-control system to safeguard institutional integrity and resources.
Develop best practices and streamline processes for the business operations hub.
Manage customer concerns escalated through the established service hierarchy.
Serve as financial signature authority for various Institutional Support departments.
Request and maintain information-resource access as Steward.
Request and maintain physical access to institutional assets as Key Control Officer.
Oversee annual inventory and asset management and report institutional space occupancy and usage through the annual Space Survey.
Coordinate supported departments’ maintenance and construction needs with Facilities Planning.
Adhere to internal controls and reporting structure.
Perform related duties as required.