Summary:Plans, directs, and implements multi-departmental business management, fiscal operations, budgetary affairs, and administrative services within the Institutional Support entity. Performs highly advanced fiscal and policy administration and managerial functions. Responsible for overall development, maintenance, processing, and management of the business operations hub of the Office of the President and associated transactional duties. Responsible for oversight and coordination of effective operational and resource allocation, management, and communication within Institutional Support.
Scope: Institution-wide
Responsibilities:- Directs operation of a complex shared services operation, including transactional and service components.
- Responsible for a variety of administrative and financial management services for Office of the President and various departments reporting to the Office of the President, including Strategic Planning & Business Development, Audit, Development, Health Policy & Legislative Affairs, University Events, Strategic Initiatives, Managed Care, Access Center, Operations Improvement, and others as designated by the Executive Vice President and Chief of Staff.
- Works closely with executive leadership within Institutional Support on the day-to-day operations of their divisions.
- Directs a division-wide system over fiscal operations, capital projects, human resource management, and budgetary controls that: ensure timely and accurate financial management; comply with institutional policies, generally accepted accounting practices, UT System regulations, and state and federal regulatory authorities; and safeguards inventory, equipment, cash, and other assets.
- Directs development and preparation of budgets and business plans, reviews budget proposals, and prepares necessary supporting documentation and justification.
- Provides departmental leadership and financial management to multiple departments for the development of long-term capital and operational expenditure tracking and forecasting.
- Develops, analyzes, and interprets financial and operational metrics.
- Serves as liaison and point of contact for various departments within Institutional Support and other institutional service providers such as Human Resources, Facilities Planning, Finance, and Office of Legal & Regulatory Affairs.
- Acts as contracts liaison with Legal Affairs and Supply Chain Management, routing contracts or agreements through procurement process with either Procurement or Accounts Payable.
- Collaborates between Principle Investigators in division and Research Administration throughout life cycle of sponsored projects.
- Oversees and coordinates HR administration for various departments within Institutional Support including recruitment, salary administration, and retention plans.
- Responsible for the mastery of new systems, technologies, and procedures, followed by training team members and offering ongoing guidance to supported departments.
- Promotes a learning organization that facilitates development of functional expertise, quality management, employee satisfaction, and customer service.
- Directs divisional performance improvement addressing productivity, quality, and customer satisfaction. Ensures the development of a well-trained administrative and financial support workforce.
- Establishes, monitors, and communicates departmental practices to ensure compliance with UTMB policies and procedures. Responsible for identifying opportunities for process improvement.
- Ensures that the division adheres to the annual and strategic goals and objectives of the Institution.
- Develops and oversees each division's system of internal controls to safeguard institutional integrity and resources.
- Responsible for developing best practices and streamlining processes for the business operations hub.
- Manages customer concerns that have escalated through an established service hierarchy.
- Serves as financial signature authority for various departments within Institutional Support.
- Responsible for requesting and maintaining information resources access as Steward.
- Charged with requests and maintenance of physical access to institutional assets as Key Control Officer.
- Oversees annual inventory and asset management process, in addition to reporting of institutional space occupancy and usage through the annual Space Survey.
- Coordinates maintenance and construction needs of the supported departments with Facilities Planning.
- Adheres to internal controls and reporting structure.
- Performs related duties as required.
Knowledge, Skills & Abilities:- Financial Planning, Reporting, Analysis, and Forecasting
- Project management, Human Resource Planning, and Evaluation
- Strong leadership and managerial experience
- Ability to handle multiple priorities simultaneously
- Advanced decision-making skills and the ability to operate at a high level of autonomy, setting and prioritizing goals
- Ensure compliance with all applicable internal and external controls, regulations, policies, procedures, and coordinates with all parties involved as needed
- Excellent communication and interpersonal skills
Minimum Qualifications:- Bachelor's Degree in Business Administration, Accounting or related field plus ten (10) years of progressing responsibility and management experience.
Preferred Qualifications:- Master's Degree in Business Administration, Accounting or related field plus fifteen (15) years of business/management experience at the level of duties/responsibility of this position, preferably in an Academic, Medical Center, or other institution of similar complexity.
