Office Manager- AE, Pediatric Administration - Galveston

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

15h

About The Position

To serve as a liaison for the Chairman in planning, organizing, coordinating, and executing administrative duties. Interacts with other executives, administrators, faculty members, residents, graduate students, and employees as required. Performs the duties required by the Chairman to effectively and efficiently achieve the established departmental goals and objectives, while maintaining a high standard of professionalism and confidentiality, and ensuring that the departmental office daily operations are run in an efficient and effective manner.

Requirements

Bachelor’s degree or equivalent in related field and four years related experience.

Nice To Haves

Excellent verbal, written, organizational, and interpersonal skills.
Ability to multitask across diverse and complex functional areas while exercising a high level of autonomy and sound judgment.
Demonstrated ability to work effectively in a team-oriented environment.
Experience in an academic medicine or clinical setting preferred.
Proficiency in Microsoft Office applications.
Experience with scheduling, timekeeping, and clinical/education systems (e.g., Qgenda, Kronos, Epic, Blackboard, One45, Power BI) preferred.
Working knowledge of basic financial processes, including expense monitoring and supporting adherence to departmental budgets, preferred.

Responsibilities

Planning and executing administrative duties for the Department of Pediatrics and providing administrative support to the Department Chair, ensuing smooth day-to-day operations in the Chairman’s Office.
Providing leadership and guidance to Department Chair, Division and Program Directors; and Department faculty, residents, and staff.
Managing the Department Chair's calendar and daily schedule including meetings, clinic days, educational activities, training and research activities, and travel arrangements.
Coordinating Departmental meetings and events, creating agendas and minutes, preparing reports and documents to present, ensuring virtual meetings are created appropriately and moderated.
Coordinating Department recruitment, organizing interviews, and facilitating final candidate documents are collected and sent to ASG to initiate the hiring process.
Facilitating onboarding and exit processes; ensuring new employees obtain welcome packets, Department policies, and required training; and ensuring checklist and required exit activities are met.
Support of the appointment, promotion, and tenure process including assisting faculty in compiling promotion packets, and supporting the departmental APT committee.
Ensuring submission of all necessary faculty credentialing information, CV's, state licenses, board certification, med staff privileges.
Assists as Departmental Access Manager and Key Control Officer.
Coordinating annual faculty evaluations.
Delegating itineraries for numerous visiting professors and faculty recruits and arranging special events.
Acts as Department timekeeper, monitoring and approving time off requests for faculty and staff, approving bi-weekly time and monthly time, ensuring attendance and timekeeping policies are followed, and ensuring sick/FMLA leave is entered appropriately.
Direct supervision of Departmental administrative support staff including oversight of day-to-day activities for each, implementing performance standards and expectations, training and directing administrative staff, and providing policy guidance for administrative functions.
Facilitate annual performance planning with staff by developing SMART goals aligned with role responsibilities and departmental initiatives, and conduct annual performance evaluations.
Preparing and collecting data to create documents such as reports, memos and letters, associated with PeopleSoft and DataMart.
Processes requests through the AE Service Center, including purchase orders, expense reimbursements, travel, and procurement; serves as a subject matter expert and Department resource for related inquiries.
Monitoring department CBA accounts and ensure that the administrative support staff reconciles division accounts.
Oversight of marketing and outreach activities for the Department.
Supports the reconciliation of encumbrances on Department accounts.
Monitoring and assisting in keeping the Department and Health System websites up to date and assisting in the Department's social media presence and marketing efforts.
Assisting in managing endowments and report of use sent to the development office.
Responsible for executing with minimal direction, administrative duties at the highest level while exercising considerable discretion and judgment.