Administrative Manager for the Chief of Staff of LBJ Hospital

Administrative Manager For The Chief Of Staff

We are seeking an employee to serve as the Administrative Manager for the Chief of Staff, who will be on-site at LBJ Hospital. You will be responsible for the daily business operational and financial management of a large organizational unit or service line. You must ensure compliance with the fiscal, budgetary, personnel, and operational systems established by university, departmental, program, and grant guidelines. This position also serves in various administrative capacities. You will support the staff by helping to host meetings, taking notes, and ensuring that people are credentialed and cleared as they are hired.

The plan is to aggressively hire over the next couple of years, so this job will need someone who can handle both precision and volume. You will work with staff from UTHealth Houston, Harris Health, and LBJ Hospital. You should be able to review budgeting and organize requests regarding physical plant and Information Technology issues. This is a full-time role. It is largely on-site, with only one day of remote work per week, when available. You will be eligible for all benefits. You should be personable and willing to contribute to helping this office grow and establish a positive impact on the hospital.

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 regard to : recruiting and selection, hiring and termination, training, professional development, mentoring, counseling, performance evaluations, and salary plan.
• 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 the 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 against 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. 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. Draft business policy and processes as assigned by the 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 :

Minimum Education :

Minimum Experience :

Physical Requirements :

Security Sensitive :

Residency Requirement :