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Associate Director, Business Operations

4 months ago

Galveston, United States UTMB Health Full time

**Job Summary**:
Provide oversight of the daily operations of business functions in the Department or School. Serves department or school in areas of financial data integrity, marketing including newsletters and publications of events and offered programs, procurement, contracting, functional processes of fiscal operations, operational and management reporting. Measures trends and other project management activities with a broad functional or organizational scope. Responsible for coordination and implementation of departmental process improvement initiatives and serves as primary liaison to automate systems and processes.

**Essential Job Functions**:

- May manage and develop staff involved in the aspects of fiscal operations; Analyze staff workload, determine work priority, and oversee work progress consistent with departmental goals and objectives.
- Lead development in processes to ensure financial integrity, operational and management reporting, development and oversight of business planning, performance management, measuring trends and other project management activities with a broad functional or organizational scope.
- May lead the efforts around the newsletter by procuring submissions, creating the newsletter, and distributing the same. Primary lead for both internal and external web presence ensuring a consistent theme in-line with university branding requirements. Creates mentoring advertisements and shares with appropriate audiences.
- Analyze business operations and develop process improvements where applicable.
- May lead the development and implementation of an organizational schedule that tracks major/priority University sponsored events (e.g., grand rounds, major speakers, etc).
- Manage and coordinate the budget preparation process across the department working closely with internal departments.
- Develops reports for leadership for use in analyzing, tracking and forecasting needs and expenditures.
- Manage the monthly and annual close process to ensure proper recording of revenues and expenditures, work with departments to identify budget to actual variances for reporting to leadership.
- Oversees transitional activities related to the implementation of organizational and procedural changes and development of processes that improve form and function.
- Supports efforts in identifying and securing grant funding that will help to support programs and operations. Responsible for tracking, reporting as well as adhering to all Federal, State, and Institutional guidelines in managing and using grant funds.
- Develops and implements business and marketing plans that will help to expand services to include internal and external stakeholders and maintain a financially sound and sustainable financial model for the department or school.
- Serves as a departmental KCO and serves as an entrusted requestor.

***Marginal or Periodic Functions**:

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

**Knowledge/Skills/Abilities**:

- Resource and Project management
- Collaborative work style and ability to simultaneously manage multiple projects and tasks.
- Must possess skills to communicate effectively with diverse staff and faculty members and work cross-functionally across numerous departments, and with leaders from across the university.
- Result-oriented leader with a history of success.
- Subscribes to the University’s mission, vision, and values.
- Personal qualities of integrity, transparency, enthusiasm, and entrepreneurial spirit.
- Has a commitment to faculty excellence and development.
- Has superior organizational, interpersonal, and communication skills.
- Financial Planning, Analysis and Forecasting
- Assessment, Analytical and Reporting
- Knowledge of Process Functions and Organization
- Knowledge of health care administration, principles of management, team building and personnel management.
- Able to analyze complex situations and make responsible recommendations.
- Skilled in effectively facilitating and coordinating work activities and teams
- Skilled in verbal and written communication.
- Computer literacy preferred
- Skilled leadership ability.

**Minimum Qualifications**:

- Master’s Degree in Business or Health Administration or related field.
- Five (5) years related experience in management.

**Preferred Qualifications**:

- Seven (7) years related experience in management.
- Experience working in an Office of Faculty Affairs is strongly desired
- Knowledge and expertise at the intersection of faculty appointment and promotion processes
- Creation and distribution of electronic newsletter and web maintenance
- Budget planning and oversight

**Equal Employment Opportunity**:
UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected