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Lead Business Operations Administrator

2 months ago

Bryan, Texas, United States Texas A&M Health Full time

Position Overview

Texas A&M University is dedicated to enhancing the educational and professional atmosphere by fostering a culture that values diverse perspectives, skills, and experiences. By embracing a variety of viewpoints, we strengthen our core values: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

About Us

As one of the rapidly expanding academic health institutions in the United States, Texas A&M Health integrates five colleges along with various centers and institutes, collaborating to advance health through transformative education, innovative research, and collaborative healthcare delivery.

Key Responsibilities

The Senior Business Administrator I is responsible for overseeing and managing the operational functions and personnel of a designated business services unit, providing essential support to multiple clinical departments. This role involves coordinating the planning, preparation, and execution of the annual budget for the assigned clinical departments. The administrator will support and advise the Executive Director and Associate Dean of Finance on matters concerning the departmental budgets of the designated units, manage the administration of funds and procedures related to the financial operations of the departments, and serve as the primary channel for communicating academic business decisions to department heads and business support staff.

Required Qualifications

  • Bachelor's degree or an equivalent combination of education and experience.
  • A minimum of eight years of relevant experience in general office management, accounting, or personnel operations, including supervisory experience.

Essential Skills and Competencies

  • Proficiency in word processing, spreadsheet, and database applications.
  • Strong interpersonal and communication abilities.
  • Excellent planning and organizational skills.
  • Capability to manage multiple tasks and collaborate effectively with others.

Preferred Qualifications

  • Bachelor's degree or higher in a business-related field.
  • Ten years of relevant experience in accounting or business.
  • Five years of experience in business roles within higher education.
  • Five years of experience in business roles within medical clinics.
  • Five years of experience in grants management.

Financial Management Responsibilities

  • Oversee and manage financial operations related to Texas Child Mental Health Consortium projects and funding, with an annual budget of $6M - $9M.
  • Review, analyze, and forecast expenditures for current TCMHCC projects.
  • Provide guidance in preparing budget proposals for additional TCMHCC funding.
  • Act as the primary financial liaison for TCMHCC funding.
  • Collaborate with project leads and TCMHCC personnel regarding budgets and expenditures.
  • Prepare and review financial reports with project leads to ensure alignment with project budgets.
  • Generate financial reports required by TCMHCC.
  • Foster collegial relationships with department heads, project leads, business staff, and other stakeholders to enhance the efficiency and standardization of financial processes.

Budget and Finance Management

  • Manage the annual budgeting process for the school of medicine's clinical departments.
  • Collaborate with department heads and business leads to develop and forecast annual operating budgets, analyze financial data, and devise strategies to optimize available resources.
  • Prepare reports and provide insights regarding the financial status of the clinical core of the school.
  • Coordinate and submit annual reports for fund balances and reserves related to the clinical departments.
  • Participate in leadership discussions, develop reports, and analyze data relevant to internal and external financial reporting.
  • Develop and implement metrics for timely management and submission of costing allocations and Time and Effort reporting.

General Oversight of Business Operations

  • Provide oversight and direction for all business processes managed by the clinical business team, including Accounts Payable, Accounts Receivable, and general departmental finance.
  • Establish goals and objectives for supported departments.
  • Plan, implement, coordinate, monitor, and evaluate compliance with University policies and procedures.
  • Offer guidance on administrative and fiscal procedures.
  • Propose solutions to issues related to business practices.
  • Review and update electronic office structures and account attributes for clinical departments.
  • Approve access for new clinical department staff and advise on relevant procedures.

Leadership and Team Management

  • Oversee and manage the business team supporting clinical departments.
  • Lead the team in developing and implementing standardized business processes.
  • Identify and resolve areas of inefficiency.
  • Conduct annual evaluations and support team development throughout the year.
  • Actively participate in the School of Medicine business team, collaborating with other members to enhance business processes across various service teams.
  • Build and maintain collegial relationships with department heads and business staff to provide exceptional financial services.
  • Represent the school in meetings related to business matters.
  • Contribute to the development and improvement of business guidelines and procedures.
  • Engage in leadership roles on councils, committees, and task forces.
  • Serve as the liaison with various campus and system entities.
  • Represent the school at state and national business affairs groups.
  • May supervise business staff and address staff conflicts as necessary.