Administrative Operations Manager
3 weeks ago
REQUIRED EDUCATION/EXPERIENCE:
Bachelor’s degree or equivalent experience and four years of related experience.
PREFERRED EDUCATION/EXPERIENCE:
- Must have experience with Hospital Pharmacy business operations.
- Ability to interact professionally with all levels of staff and leadership, as well as representatives from other state agencies, boards, and accrediting organizations.
JOB SUMMARY:
To plan and supervise the business management and staff service functions of a large process. Responsible for overall management of departmental administrative and technical services, and special projects. Includes a variety of complex decisions with minimal direction.
MAJOR DUTIES / CRITICAL TASKS:
- Provide Direct Support to the AVP:
- Calendar (Independently respond to higher-priority invites. Reschedule and/or delegate lower-priority meetings)
- Postal and Electronic Mail (Independently respond to or notify AVP of higher-priority emails. Reorganize and/or delegate lower-priority email responses)
- Approvals (purchasing, finance, HR, etc. as delegated)
- AVP-level Decision Support
- AVP-level Project Management
- Manages departmental services, processes and special projects.
- Develops and monitors administrative support staff.
- Oversees the development and administration of department budget.
- Oversees multiple administrative or operational projects as assigned.
- Responsible for staff development programs including programs to increase employee satisfaction for department.
- Responsible for forming ad hoc support teams in response to institutional/department initiatives.
- Provides information coordination between administrative staff and leadership.
- Oversees compliance and other training for department.
- Provides Accountable Property Officer Services for department.
- Provide guidance for interpretation of UTMB and departmental rules, regulations and policies.
- Provides mediation and conflict resolution for department/process.
- Meets with administrative support team to receive feedback, gather ideas & empower employees.
- Makes complex administrative decisions regarding organizational and departmental issues.
- Assists with personnel functions within department/process.
- Conducts employee performance reviews & makes recommendations for development and reward for department/process.
- Caretaker of budgetary funds used by the administrative support.
- Identifies appropriate internal controls for department; provides mechanisms to monitor and implement compliance.
- Represents the department leadership in their absence as needed.
Stakeholders Include:
- State-Level Stakeholders
- UT Systems Pharmacy Steering Council
- Texas Pharmacy Initiative
- External Stakeholders
- State Board of Pharmacy
- DEA
- CMS
- Accreditation Agencies
- Joint Commission
- ACHC (Specialty Rx)
- C-Suite Level Stakeholders
Knowledge, Skills and Abilities:
- Change Management skills
- Advanced communication skills
- Advanced organizational skills
- Ability to coordinate efforts with many others
- Long range program planning
- Assessment, analytical, and reporting skills
- Conflict resolution skills
- Facilitation, coaching, mentoring, feedback skills
- Excellent decision-making skills
- Knowledge of UTMB HR Systems and Policies
- Knowledge of process functions and organization
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