Administrative Manager-Children's Learning Institute

Houston, TX, United States

Administrative Manager-Children's Learning Institute Administrative Manager-Children's Learning Institute

Location: Texas Medical Center-Houston, Texas

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Category: Professional/Managerial

McGovern Medical School at UTHealth Houston

Requisition #: 230002G5

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.

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:

This role is responsible for the daily business operational and financial management of a large organizational unit or service line. The Administrative Manager ensures compliance to the fiscal, budgetary, personnel, and operational systems established by university, departmental, program, and grant guidelines. The manager 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.

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, website 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. 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 assigned.

Purchasing:

Directs processing and handling of incoming documentation concerning purchasing requests, contracts, memorandum of understanding/consultant agreements, vendor establishment and vendor payments and related.

Ensures that all contract actions are completed according to state and federal requirements including university compliances.

May monitor activities regarding contractor purchase requests, changes, invoicing and payments.

Performs in role of liaison between division and contractors with communications, active and inactive status during grants/contracts funding periods or fiscal years.

Monitors open encumbrances and expenditures; provides reporting on the balances for budgets; may include comparison between actual and budget. May prepare purchasing and payments tracking activities reports by budgets for reviews by directors/managers and leadership.

Maintains and reconciles financial and business records/reports with analysis.

May validate and route invoices appropriately, with proper documentation to justify payments.

Recognizes and understands the appropriate contract types for a given purchasing situation.

May develop new and revised internal travel processing and expense reimbursements, purchasing and related policies and procedures with support of divisional manager and/or director, management and operations.

Reviews current processes to determine effectiveness and efficiencies. Recommends changes when necessary.

Supervises internal purchasing team for all processing and procedures; also, guides team with professional development training.

Serves as internal and external liaison for the division to provide and ensure smooth, efficient, and appropriate flow of information.

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.

Effective communication and organizational skills. General knowledge of purchasing concepts and principles for complex contracts is preferred. Familiarity in project management preferred.COUPA and FMS training and knowledge required.

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.

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.

If you are looking for a great healthcare career in Houston, visithttp://go.uth.edu/careers!

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 Houston 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 Houston 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 Houston offers a comprehensive and competitive benefits package. For more information on our benefits programs please refer to the UTHealth Houston Office of Benefits Website.

Equal Employment Opportunity Statement

UTHealth Houston 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 Houston policy. The University maintains affirmative action programs with respect to women, minorities, individuals with disabilities, and eligible veterans in accordance with applicable law.

UTHealthHoustonhas adopted a policy consistent with CMS regulations to protect our patients and university community from exposure to COVID-19. This policy affects all employees, residents, fellows, students, contractors, new hires, visiting scholars program participants, adjunct faculty, and volunteers who work, train, or collaborate at the John S. Dunn Behavioral Science Center.

In addition, all UTHealthHoustonemployees who are assigned to work at a location that is subject to the affiliated partner’s hospital, clinical offices, or agency are required to abide by UTHealth’sHoustonrules and regulations, as well as the affiliate’s rules and regulations, including COVID-19 vaccination and safety requirements.

Work location is based on the needs of the department and may be adjusted.

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