What we do here changes the world. UTHealth Houston is Texas' resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That's where you come in.
UTHealth Houston's School of Dentistry is hiring for an Administrative Manager to join their Oral and Maxillofacial Surgery department. The Administrative Manager will be responsible for planning, coordinating, and directing business management and administrative services for multiple and complex departments. Essential functions include serving as lead admin of the UTSD Department, financial reporting and validation, and human resources management. The ideal candidate will have experience working with multiple providers across multiple systems. EPIC and residency coordinator experience is a plus. Dental or medical clinical management supervisory experience are strongly preferred for consideration.
Location: 7500 Cambridge, Houston, Texas 77054
Once you join us you won't want to leave. It's because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you'd expect from a top healthcare organization (benefits, insurance, etc.), plus:
100% paid medical premiums for our full-time employees
Generous time off (holidays, preventative leave day, both vacation and sick time - all of which equates to around 37-38 days per year)
The longer you stay, the more vacation you'll accrue!
Longevity Pay (Monthly payments after two years of service)
Build your future with our awesome retirement/pension plan!
We take care of our employees! As a world-renowned institution, our employees' wellbeing is important to us. We offer work/life services such as...
Free financial and legal counseling
Free mental health counseling services
Gym membership discounts and access to wellness programs
Other employee discounts including entertainment, car rentals, cell phones, etc.
Resources for child and elder care
Plus many more!
Position Summary:
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.
Certification/Skills:
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.
Minimum Education:
Bachelor's degree in business related field required. Equivalent level of education and/or experience may substitute for education requirement.
Minimum Experience:
Four (4) years related work experience required. Prior experience in finance, accounting, business administration or business management required.
Physical Requirements:
Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.
Security Sensitive:
This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215
Residency Requirement:
Employees must permanently reside and work in the State of Texas.
