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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 Hospital Pharmacy operational activities.
  • Proficient in engaging with personnel at all organizational levels, including leadership and representatives from various state entities, boards, and accreditation bodies.

POSITION OVERVIEW:

This role involves planning and overseeing the business management and staff service operations of a significant process. The individual will be accountable for the comprehensive management of departmental administrative and technical services, along with special initiatives. This position requires making a variety of complex decisions with limited guidance.

KEY RESPONSIBILITIES:

  • Support the AVP directly by:
    • Managing the calendar (Independently handle high-priority invitations and reschedule or delegate lower-priority meetings)
    • Overseeing postal and electronic communications (Independently address or alert the AVP regarding high-priority emails and reorganize or delegate responses for lower-priority emails)
    • Facilitating approvals (related to purchasing, finance, HR, etc., as assigned)
  • Provide decision-making support at the AVP level.
  • Manage projects at the AVP level.
  • Oversee departmental services, processes, and special projects.
  • Develop and supervise administrative support personnel.
  • Administer and monitor the departmental budget.
  • Manage multiple administrative or operational projects as designated.
  • Lead staff development initiatives, including programs aimed at enhancing employee satisfaction.
  • Form ad hoc support teams in response to departmental or institutional initiatives.
  • Coordinate information flow between administrative staff and leadership.
  • Ensure compliance and training within the department.
  • Serve as the Accountable Property Officer for the department.
  • Guide the interpretation of organizational and departmental policies and regulations.
  • Facilitate mediation and conflict resolution within the department.
  • Engage with the administrative support team to gather feedback, generate ideas, and empower team members.
  • Make complex administrative decisions regarding organizational and departmental matters.
  • Assist with personnel functions within the department.
  • Conduct performance evaluations and recommend development and recognition opportunities for staff.
  • Manage budgetary resources utilized by the administrative support team.
  • Identify and implement appropriate internal controls for the department.
  • Represent departmental leadership in their absence as necessary.

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
  • Advanced communication capabilities
  • Strong organizational skills
  • Ability to coordinate efforts across various teams
  • Long-term program planning
  • Assessment, analytical, and reporting abilities
  • Conflict resolution proficiency
  • Facilitation, coaching, and mentoring skills
  • Exceptional decision-making capabilities
  • Familiarity with HR systems and policies
  • Understanding of operational processes and organizational structure