Administrative Operations Manager

3 weeks ago


Galveston, United States University of Texas Medical Branch Full time

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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