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Business Operations Supervisor

2 months ago

Galveston, Texas, United States University of Texas Medical Branch Full time

EDUCATIONAL REQUIREMENTS:

A Bachelor's degree or equivalent professional experience, along with a minimum of four years in a related field.

PREFERRED QUALIFICATIONS:

  • Experience in managing operations within a Hospital Pharmacy setting.
  • Proficient in engaging with personnel at all organizational levels, including leadership and external agency representatives.

POSITION OVERVIEW:

This role is responsible for overseeing and directing the administrative and operational functions of a substantial department. The individual will manage various complex decisions with limited supervision.

KEY RESPONSIBILITIES:

  • Support the Assistant Vice President (AVP) directly:
    • Manage calendar and scheduling (Respond to high-priority invitations independently and delegate lower-priority meetings)
    • Handle postal and electronic correspondence (Address urgent emails directly and delegate less critical responses)
    • Process approvals (for purchasing, finance, HR, etc., as assigned)
  • Provide decision-making support at the AVP level.
  • Oversee project management initiatives at the AVP level.
  • Manage departmental services, processes, and special projects.
  • Supervise and develop administrative support personnel.
  • Administer and monitor the departmental budget.
  • Oversee various administrative or operational projects as designated.
  • Lead staff development initiatives to enhance employee satisfaction.
  • Formulate ad hoc teams to address institutional or departmental initiatives.
  • Facilitate communication between administrative staff and leadership.
  • Ensure compliance and conduct training for the department.
  • Serve as the Accountable Property Officer for the department.
  • Provide guidance on the interpretation of institutional and departmental policies.
  • Mediate conflicts and resolve issues within the department.
  • Engage with the administrative support team to gather feedback and empower team members.
  • Make informed administrative decisions regarding departmental matters.
  • Assist with personnel management functions within the department.
  • Conduct performance evaluations and recommend professional development opportunities.
  • Manage budgetary resources allocated for administrative support.
  • Identify and implement internal controls for the department.
  • Represent departmental leadership in their absence as required.

KEY STAKEHOLDERS:

  • 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

SKILLS AND COMPETENCIES:

  • Change management expertise.
  • Exceptional communication abilities.
  • Strong organizational skills.
  • Capability to coordinate with multiple stakeholders.
  • Long-term program planning skills.
  • Assessment, analytical, and reporting capabilities.
  • Conflict resolution proficiency.
  • Facilitation, coaching, and mentoring skills.
  • Excellent decision-making abilities.
  • Familiarity with institutional HR systems and policies.
  • Understanding of operational processes and organizational structure.