Administrator - Departments of Ob/Gyn & Pediatrics (ASG IV)

Job Description:

To assist the Deans, Chairs and/or Center Directors and Vice President & Chief Administrative Officer in the operations and strategic planning of the school, department, or Institute/Centers as it relates to budget planning, fiscal and resource planning/administration, human resource utilization, policy administration, and coordination and negotiation of activities with other university departments and administration.

Scope: Administrative Service Group IV (ASG) which includes Women and Children's Services.

Essential Job Functions:

Human Resources, Administrative Operations, and Policy Administration:

• Collaborates with Human Resources to ensure compliance with policies and practices with respect to recruiting, compensation, benefits, performance evaluations, career development, and employee performance feedback
• Oversees departmental Appointment, Promotion, and Tenure (APT) Process and ensures APT process for respective school is followed accordingly with regard to faculty appointments, promotions, and tenure review
• Identifies and adheres to appropriate internal controls for department and reporting structure; provides mechanisms to monitor and enforce compliance

Business Strategic Planning, Budgeting, and Financial Management:

• Works with the Vice President & Chief Administrative Officer, Deans, Chairs or Institute/Center Directors to identify, develop and implement operational business plans, monitor key metrics, and assist in the decision making of the schools/departments/areas
• Develops and manages all aspects of schools/departmental budget including preparation, submission, maintenance, reporting and audits.
• Responsible for overseeing financial and statistical performance against budget targets.
• Participates in school/departmental strategic planning ensuring that the developed goals align with the organization’s goals and contribute toward market growth, revenue enhancement, cost containment, maximizing clinical practice, education quality and research productivity
• Develops and communicates with leadership, compensation plans that incentivize growth with the goal of retention and equality for faculty, implements a semi-annual review of effort, productivity, and funding sources for all faculty
• Develops solutions to improve current business processes and make them more efficient. Establishes and maintains effective internal controls for finance, human resources, and grants administration. Identifies and seizes opportunities to improve fiscal and operational performance of the department
• Advises the Deans, Chairs and or Institute/Center Directors monthly in an appropriate executive form, on financial status against budget, school management metrics, and clinical, education and research activity.
• Provides quarterly or annual evaluations of trends in clinical, education and research productivity, diversity, academic achievement, and other measures noted by the Dean or Chair
• Actively participates on Institutional, External, and/or Academic Leadership Committees contributing to the institution at a global level

Clinical/Education/Research Activities:

• Works with the Health System to ensure strategic goals are being met, as well as, working with the Health System to review the effectiveness of plans implemented and make adjustments as required to assure the predicted volumes of clinical care and physician productivity are met
• Identifies business development opportunities, in partnership with the Health System,

o   Sites for new clinics

o   Expansion of current UTMB clinics or services

• Coordinates with other department administrators and department heads to ensure a smooth transition of patient services and care
• Works with leadership in conducting/creating special projects and reports, for example.

o   SACS reaffirmation or reaccreditation projects

o   Tuition proposal

o   New education programs

• Reviews incoming documents such as grant applications, University policies and procedures and makes appropriate recommendations to the Dean, Chair or Institute/Center Director
• Plans for renovation, relocation, and other activities related to physical facilities for the departments.

Service Delivery and Quality Improvement:

• Promotes a culture of “Service Excellence” throughout the school/department
• Sets a tone of leadership that is people-oriented, collaborative in nature and focused on data-based decision-making
• Builds a management culture based on teamwork, open communication, prudent risk taking, innovation, mentoring and accountability
• Serves on various committees for Academic Enterprise, Health System and Institutional as requested

Marginal or Periodic Functions:

• Adheres to internal controls and reporting structure.
• Performs related duties as required.