Administrative Manager / Senior Administrative Manager - Pediatrics

UTHealth Houston; Houston (TX); On-site; USD 75,000 - 110,000; Full time

Job summary

UTHealth Houston seeks an Administrative Manager / Senior to provide high‑level administrative support to one or more divisions. You will manage daily operations, including financial management, recruitment, travel, and project oversight, ensuring compliance with university guidelines and grant requirements.

The role emphasizes strategic budgeting, reporting, and staff leadership within a large healthcare education and research environment.

Qualifications

• Bachelor's degree in business or related field required; equivalent level of education and/or experience may substitute.

Responsibilities

• Manages daily business operational and financial processes for a large division.
• Develops and monitors budgets, expenditures and reporting in alignment with grant and departmental guidelines.
• Oversees HR activities for staff including recruiting, hiring, training and performance evaluation.
• Coordinates travel, reimbursements, contracts, timekeeping and payroll processes.
• Prepares cost studies and management reports reflecting historical financial data.

Skills

Office software proficiency

Finance systems knowledge

Education

Bachelor's degree in business

Tools

University financial systems

Job description

What we do here changes the world. UTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.

Join a dynamic and mission‑driven department as an Administrative Manager / Senior, providing high‑level administrative support to one or more divisions. This role is essential in ensuring smooth day‑to‑day operations of the division(s), including financial, research, and clinical activities. Typical tasks include: travel coordination, reimbursement processing, recruitment, project management, and professional correspondence and writing. If you’re interested in expanding and growing your career at UTHealth Houston in a supportive and engaging environment, this opportunity is for you.

Once you join us you won't want to leave. It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 100% paid medical premiums for our full-time employees
• Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37-38 days per year)
• The longer you stay, the more vacation you’ll accrue!
• Longevity Pay (Monthly payments after two years of service)
• Build your future with our awesome retirement/pension plan!

We take care of our employees! As a world-renowned institution, our employees’ wellbeing is important to us. We offer work/life services such as...

• Free financial and legal counseling
• Free mental health counseling services
• Gym membership discounts and access to wellness programs
• Other employee discounts including entertainment, car rentals, cell phones, etc.
• Resources for child and elder care
• Plus many more!

Position Summary

Responsible for the daily business operational and financial management of a large organizational unit or service line. Ensures compliance to the fiscal, budgetary, personnel, and operational systems established by university, departmental, program, and grant guidelines. Makes complex business process decisions requiring comprehensive knowledge, discretion and independent judgment of a wide range of regulations, policies, procedures and business practices. Additional guidance may be provided with a detailed position description.

Position Key Accountabilities

• Manages the day to day business and financial processes, trends past performance and forecasts future financials.
• Manages the Human Resources activities for direct reports and department staff in regards to: recruiting and selection, hiring and termination, training, professional development, mentoring, counseling, performance evaluations, and salary plan. May manage Faculty recruitment process.
• Regularly handles confidential information and sensitive issues.
• Manages faculty and staff files, as well as weekly time reports, vacations, sick leaves, and time and effort reports. Approves all department/division expenditures.
• Reviews and obtains necessary approvals for all personnel action forms regarding appointments, promotions, separations, salary actions, fund source changes, and other types of personnel action.
• Ensures actions are processed accurately and in a timely manner in the human resources and financial management systems.
• Monitors open encumbrances. Manages expenditures and provides a report on the budget status as requested. Provides a comparison between actual and budget.
• Monitors travel, purchasing, payroll, timekeeping, contracts and grants.
• Manages the acquisition of documents needed to monitor adherence to grant or program requirements.
• Maintains departmental, unit or service line equipment and space inventories.
• Monitors fund sources to verify accuracy to budgetary restrictions. Takes necessary steps to comply with restrictions.
• Provides approval of purchase requisitions based on established signature authority guidelines.
• Manages and coordinates the daily activities of the department/program through administrative staff.
• May create and edit various communications materials for the department/program, which may include printed materials, web site content and/or department newsletters.
• Identifies and solves problems independently whether they are fiscal or administrative.
• Serves as an internal and external liaison for the department to provide and ensure a smooth, efficient, and appropriate flow of information.
• Reviews current processes to determine effectiveness and efficiencies. Implements changes when necessary.
• Responds to questions on departmental, unit, service line or system policies and procedures. Ensures knowledge is disseminated to those affected.
• May assist in the preparation of the annual budget. Evaluates and implements annual budgets to include all funding sources. Prepares cost studies and management reports reflecting historical financial data and monitoring expenditures against the budget.
• Trains entry level support staff. Leads support staff. Assists with interviewing, orientation and scheduling of staff. Performs lower staff performance evaluations.
• Serves as a high level administrative liaison with others within and outside assigned areas regarding business and financial issues on purchasing, personnel, facilities and operations.
• Responsible for budgets and financial matters assigned by supervisor. Maintains or reconcile financial records/reports with detailed analysis. FMS training with a passing score is required. Limited signature authority.
• Advises on financial and business processes, policies and procedures. Drafts business policy and processes as assigned by supervisor.
• Responsible for making routine to complex business and financial decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
• Other duties as assigned.

Certification/Skills

Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.

Advanced working knowledge of University financial systems is preferred.

Minimum Education

Bachelor’s degree business related field required. Equivalent level of education and/or experience may substitute for education requirement.

Minimum Experience

Five (5) Years Related Work Experience Required.

Prior experience in finance, accounting, business administration or business management required.

Physical Requirements

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive

This position is a security-sensitive position pursuant to Texas Education Code

• 51.215 and Texas Government Code
• 411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code
• 117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R.
• 791.4. Residency Requirement:

Employees must permanently reside and work in the State of Texas.