UT Health Administrative Manager in Internal Medicine in Texas Medical Center-Houston, Texas
Administrative Manager in Internal Medicine
Texas Medical Center-Houston, Texas
McGovern Medical School at UTHealth
Requisition #: 210002YS
UTHealth is looking fo an Administrative Manager to work with our Internal Medicine and Infectious diseases department. This employee will be responsible for the daily business operational of a large organizational unit and service line. The manager ensures compliance to the fiscal, budgetary, personnel, and operational systems established by university, departmental, program, and grant guidelines. They make complex business process decisions requiring comprehensive knowledge, discretion and independent judgment of a wide range of regulations, policies, procedures and business practices.
This particular role focuses on the day to day operational issues for the department that concerns personnel. You will assist in the hiring process, and also make sure the onboarding of new employees is smooth. This includes coordinating space and ordering necessary business equipment for new hires. You will deal with managing the departments administrative staff, and have heavy clerical duties as well. You will support three senior faculty members, and book their travel or assist in their daily operations. You will approve time submitted by employees, and help to create clinical schedules. You will also review reports created by the staff, and proof things like inventories once they are completed. You will assist in creating reports for the division management, and may be tasked with pulling data or looking at departmental information.
This is a fulltime position that will work based in an office in our McGovern Medical School. It is eligible for all UTHealth benefits including coverage by our healthcare plan and participation in a pension plan run by the State of Texas.
Position Key Accountabilities:
Plans, coordinates, and directs the business management and administrative staff activities for 57 employees in the Division of Infectious Diseases. Responsible for the day-to-day operational management of personnel, equipment and space. Ensures compliance with the policies and procedures of the university/department/division. Reviews current processes to determine effectiveness and efficiencies. Recommends changes when necessary. Identifies and solves problems independently.
Coordinates Human Resources activities for the division. Handles recruiting and assists with selection, hiring and termination. Responsible for training, professional development, mentoring, counseling, and performance evaluations for direct reports. Maintains staff and faculty personnel files and ensures that necessary licenses, certifications, and hospital privileges are obtained for faculty files. Submits all personnel action information for reappointments, promotions, separations, salary actions, fund source changes and other types of personnel actions for processing. Completes visa paperwork for division personnel and other faculty as needed.
Assists Division Manager in monitoring operating budget, which may include approving purchase requisitions and monitoring balances. Has signature authority on all expenditures of the division. May assist Division Manager in pulling data for any financial reports required for Division operation.
Coordinates Grand Rounds lectures for division, including arranging activities and financial support for out of town speakers. Coordinates the activities for observers and adjunct faculty appointments in the division. May create and edit various communications materials for the department/program, which may include printed materials, web site content and/or department newsletters.
Generally serves as high level administrative liaison with others from within and outside Division of Infectious Diseases regarding administrative and business issues on purchasing, personnel, facilities and operations to provide and ensure a smooth, efficient, and appropriate flow of information. And may assist or make recommendations regarding moderately impactful decisions.
Serves as Sr. Executive Assistant to Division Director and may assist other faculty as assigned. Coordinates all faculty travel approvals, tracks all conflict of interest (COI) honoraria and agreement with the correct approval chains. Facilitates Visitor Students processes. Keeps files with all the letters of recommendation, faculty and fellow assessments, travel, PowerPoint lecture Master files. May assist with the preparation of NIH and industry grant applications, inserts the graphics, and works on the technical electronic formatting. Helps coordinate, organize, plan and schedule recurring seminar and other meetings. Coordinates interviews and log information into the system for Faculty Annual Review as needed.
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.
At least Four (4) years related work experience required, and at least Eight (8) without a degree.
Prior experience in 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.