Administrative Manager - Supply Chain

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.
), Plus
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.

• Build your future with our awesome retirement/pension plan!
• Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37-38 days per year)
• Longevity Pay (Monthly payments after two years of service)
• The longer you stay, the more vacation you’ll accrue!
• 100% paid medical premiums for our full-time employees

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...

• Plus many more!
• Free mental health counseling services
• Free financial and legal counseling
• Other employee discounts including entertainment, car rentals, cell phones, etc.
• Gym membership discounts and access to wellness programs
• Resources for child and elder care

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. Advanced working knowledge of University financial systems PeopleSoft and Coupa, Web design. Working knowledge of Disbursement and Expense Reimbursement group organization structure and function to assist the Sr. Admin manager with daily operations of the area. Ability to take direction, make key decisions with minimal supervision and oversee duties as assigned.
Position Key Accountabilities

• Coordinates travel, purchasing, payroll, timekeeping, contracts and grants.
• 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.
• Maintains departmental, unit or service line equipment and space inventories.
• Serves as an internal and external liaison for the department to provide and ensure a smooth, efficient, and appropriate flow of information.
• Accountable for acquisition of documents needed to monitor adherence to grant or program requirements.
• 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.
• Identifies and solves problems independently whether they are fiscal or administrative.
• May create and edit various communications materials for the department/program, which may include printed materials, web site content and/or department newsletters.
• 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.
• Ensures actions are processed accurately and in a timely manner in the human resources and financial management systems.
• Reviews current processes to determine effectiveness and efficiencies. Recommends changes when necessary.
• Advises on financial and business processes, policies and procedures. Drafts business policy and processes as assigned by supervisor.
• 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.
• May assist in the preparation of the annual budget. Evaluates and implements annual budgets to include all funding sources.
• Manages and coordinates the daily activities of the department/program through administrative staff.
• Responsible for making routine business and financial decisions and judgment calls, and may assist or make recommendations regarding moderately impactful decisions.
• Monitors fund sources to verify accuracy to budgetary restrictions. Takes necessary steps to comply with restrictions.
• Monitors open encumbrances. Monitors expenditures and provides a report on the budget status as requested. Provides a comparison between actual and budget.
• Other duties as assigned.
• Manages the day to day business and financial processes, trends past performance and forecasts future financials
• May provide approval of purchase requisitions based on established signature authority guidelines.
• Responds to questions on departmental, unit, service line or system policies and procedures. Ensures knowledge is disseminated to those affected.
• 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.
• Regularly handles confidential information and sensitive issues.

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.