Administrative Manager - Children's Heart Institute
Texas Medical Center-Houston, Texas
McGovern Medical School at UTHealth
Requisition #: 190002YG
Responsible for the daily business operational and financial management of a large organizational unit or service line. Ensures compliance to the fiscal, budgetary, personnel, and operational systems established by university, departmental, program, and grant guidelines. Makes complex business process decisions requiring comprehensive knowledge, discretion and independent judgment of a wide range of regulations, policies, procedures and business practices. Additional guidance may be provided with a detailed position description
Position Key Accountabilities:
Manages the day to day business and financial processes, trends past performance and forecasts future financials
May manage Human Resources activities for department staff in regards to: recruiting and selection, hiring and termination, training, professional development, mentoring, counseling, performance evaluations, and salary plan. May manage Faculty recruitment process.
Regularly handles confidential information and sensitive issues.
May manage faculty and staff files, as well as weekly time reports, vacations, sick leaves, and time and effort reports. Approves all department/division expenditures.
Reviews and obtains necessary approvals for all personnel action forms regarding appointments, promotions, separations, salary actions, fund source changes, and other types of personnel action.
Ensures actions are processed accurately and in a timely manner in the human resources and financial management systems.
Monitors open encumbrances. Monitors expenditures and provides a report on the budget status as requested. Provides a comparison between actual and budget.
Coordinates travel, purchasing, payroll, timekeeping, contracts and grants.
Accountable for acquisition of documents needed to monitor adherence to grant or program requirements.
Maintains departmental, unit or service line equipment and space inventories.
Monitors fund sources to verify accuracy to budgetary restrictions. Takes necessary steps to comply with restrictions.
May provide approval of purchase requisitions based on established signature authority guidelines.
Manages and coordinates the daily activities of the department/program through administrative staff.
May create and edit various communications materials for the department/program, which may include printed materials, web site content and/or department newsletters.
Identifies and solves problems independently whether they are fiscal or administrative.
Serves as an internal and external liaison for the department to provide and ensure a smooth, efficient, and appropriate flow of information.
Reviews current processes to determine effectiveness and efficiencies. Recommends changes when necessary.
Responds to questions on departmental, unit, service line or system policies and procedures. Ensures knowledge is disseminated to those affected.
May assist in the preparation of the annual budget. Evaluates and implements annual budgets to include all funding sources.
May train entry level support staff. May lead support staff. Assists with interviewing, orientation and scheduling of staff. Provides input into lower staff performance evaluations.
Serves as a high level administrative liaison with others within and outside assigned areas regarding business and financial issues on purchasing, personnel, facilities and operations.
Assigned budget and financial responsibilities by supervisor. Maintains and reconciles financial and business records/reports with analysis. FMS training with a passing score is required. Limited signature authority.
Advises on financial and business processes, policies and procedures. Drafts business policy and processes as assigned by supervisor.
Responsible for making routine business and financial decisions and judgment calls, and may assist or make recommendations regarding moderately impactful decisions.
Other duties as assigned.
Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
Advanced working knowledge of University financial systems is preferred.
Bachelor’s degree in business related field required. Equivalent level of education and/or experience may substitute for education requirement.
Four (4) years related work experience required.
Prior experience in finance, accounting, business administration or business management required.
Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.
This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215
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University of Texas Health Science Center at Houston (UTHealth)
Established in 1972 by The University of Texas System Board of Regents, The University of Texas Health Science Center at Houston (UTHealth) is Houston’s Health University and Texas’ resource for health care education, innovation, scientific discovery and excellence in patient care. The most comprehensive academic health center in the UT System and the U.S. Gulf Coast region, UTHealth is home to schools of biomedical informatics, biomedical sciences, dentistry, nursing and public health and the John P. and Kathrine G. McGovern Medical School. UTHealth includes The University of Texas Harris County Psychiatric Center, as well as the growing clinical practices UT Physicians, UT Dentists and UT Health Services. The university’s primary teaching hospitals are Memorial Hermann-Texas Medical Center, Children’s Memorial Hermann Hospital and Harris Health Lyndon B. Johnson Hospital.
UTHealth offers a comprehensive and competitive benefits package. For more information on our benefits programs please refer to the UTHealth Office of Benefits Website.
Equal Employment Opportunity Statement
UTHealth is committed to providing equal opportunity in all employment-related activities without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, gender identity or expression, veteran status or any other basis prohibited by law or university policy. Reasonable accommodation, based on disability or religious observances, will be considered in accordance with applicable law and UTHealth policy. The University maintains affirmative action programs with respect to women, minorities, individuals with disabilities, and eligible veterans in accordance with applicable law.