Minimum Qualifications:

Bachelors degree or equivalent and two (2) years of office-related experience.

Preferred Qualifications:

Prior experience and working knowledge of UTMB applications and processes, including:

• PeopleSoft FMS and HCM
• Kronos
• Procurement processes
• Requisition management
• Purchase order facilitation

Job Summary:

To manage, coordinate, and directly support the administrative and business management and/or staff activities within a Process/Department. Ability to think & act on own initiative in providing process management of financial, human resource, and administrative support functions.

Job Duties:

(Financial-related tasks)

• Maintains the financial stability of Process through effective and accurate inventory control and cost analysis.
• Compiles and prepares detailed financial, statistical, and annual reports for Process/Department.
• Prepares comparative analysis reports and statements reflecting variations in expenditures and revenues.
• Conducts cost studies and monitors Processs charge structure/billing system.
• Monitors the Processs accounts receivable and posting of revenues.
• Analyzes financial data and initiates appropriate action when necessary.
• Develops and maintains annual accounting and budget reports.
• Identifies variances in expenditures and makes recommendations for resolution.
• Participates in Process budget discussions and develops Process budgets.
• Participates in service center business plan discussions and develops business plans based on decisions made by the service centers operational leader.
• Trains others in financial duties and responsibilities.

(HR related tasks)

• Provides staff assistance in the development and interpretation of Human Resources policies and procedures.
• Facilitates the development of process/area policies & procedures ensuring compliance with applicable rules and regulations.
• Serves as departmental liaison with Human Resources in regard to employee disciplinary and grievance issues.

(Customer Service)

• Works with customers to provide improved reports.
• Ability to anticipate needs and schedule executives as related to projects and intervene to acquire information as necessary.
• Responsible for administrative support tasks at the executive level.
• Ensure smooth and seamless service in the executive office, managing day-to-day activities.
• Ability to think independently and make decisions as necessary.
• May interface with leadership at UT Components, city, and/or state government agencies or outside vendors.

(Miscellaneous)

• Stays current with applicable policies, procedures, rules and regulations
• Recommends, initiates, and facilitates the collaborative development of team process change and new programs.
• Provides team support regarding technical expertise, problem resolution/troubleshooting, training, coaching, and team facilitation.
• Assists in Process projects by coordinating activities, maintaining records, and reporting on status.
• Initiates action plans to develop skills and knowledge that will provide team/area leadership and direction.
• Good overall knowledge of expert skills listed below and good overall knowledge of Non-Exempt Administrative Support role skills.
• Adheres to internal controls and reporting structure.
• Responsible for ordering and distributing supplies
• Performs related duties as required.

Knowledge/Skills/Abilities:

• Ability to work in a fast-paced environment while remaining on task and meeting deadlines
• Self-starter with strengths in multitasking, strategic thinking, and time management
• Ability to change focus in a demanding environment with ever-shifting priorities

Salary Range:

Actual salary commensurate with experience.

Work Schedule:

Partially remote, to be determined by the department. Monday through Friday, 8 am to 5 pm, and as needed on occasion.