Career Profile

1. Manages the day to day business and financial processes, trends past performance and forecasts future financials
2. May manage Human Resources activities for 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.
3. Regularly handles confidential information and sensitive issues.
4. May manage faculty and staff files, as well as weekly time reports, vacations, sick leaves, and time and effort reports.  Approves all department/division expenditures.
5. 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.
6. Ensures actions are processed accurately and in a timely manner in the human resources and financial management systems.
7. Monitors open encumbrances. Monitors expenditures and provides a report on the budget status as requested. Provides a comparison between actual and budget.
8. Coordinates travel, purchasing, payroll, timekeeping, contracts and grants.
9. Accountable for acquisition of documents needed to monitor adherence to grant or program requirements.
10. Maintains departmental, unit or service line equipment and space inventories
11. Monitors fund sources to verify accuracy to budgetary restrictions. Takes necessary steps to comply with restrictions.
12. May provide approval of purchase requisitions based on established signature authority guidelines.
13. Manages and coordinates the daily activities of the department/program through administrative staff.
14. May create and edit various communications materials for the department/program, which may include printed materials, web site content and/or department newsletters.
15. Identifies and solves problems independently whether they are fiscal or administrative.
16. Serves as an internal and external liaison for the department to provide and ensure a smooth, efficient, and appropriate flow of information.
17. Reviews current processes to determine effectiveness and efficiencies. Recommends changes when necessary.
18. Responds to questions on departmental, unit, service line or system policies and procedures. Ensures knowledge is disseminated to those affected.
19. May assist in the preparation of the annual budget. Evaluates and implements annual budgets to include all funding sources.
20. May train entry level support staff. May lead support staff. Assists with interviewing, orientation and scheduling of staff. Provides input into lower staff performance evaluations.
21. 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.
22. Assigned budget and financial responsibilities by supervisor. Maintains and reconciles financial and business records/reports with analysis.  FMS training with a passing score is required.  Limited signature authority.
23. Advises on financial and business processes, policies and procedures. Drafts business policy and processes as assigned by supervisor.
24. Responsible for making routine business and financial decisions and judgment calls, and may assist or make recommendations regarding moderately impactful decisions.
25. Other duties as assigned. 

CERTIFICATIONS/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 required.

EDUCATION

EXPERIENCE

• Four (4) years related work experience required.
• Prior experience in finance, accounting, business administration or business management required.

LinkedIn Learning

Additional Opportunities for Development

• International Association of Administrative Professionals (IAAP)
• American Society of Administrative Professionals (ASAP)
• The Association of Executive and Administrative Professionals
• Houston Chapter of IAAP
• Medical Center Chapter of IAAP
• Participation in department, school, or university committees or councils