UTMB Faculty Group Practice · 2 days ago
Office Manager- AE, Pediatric Administration - Galveston
Galveston, Texas, United States
Full-time
Onsite
Mid, Senior Level
4+ years expUTMB Health is seeking an Office Manager for their Pediatric Administration department. The role involves providing leadership, operational oversight, and administrative support to ensure the efficient running of the department while maintaining a high standard of professionalism and confidentiality.
Hospital & Health Care
Responsibilities
Planning and executing administrative duties for the Department of Pediatrics and providing administrative support to the Department Chair, ensuing smooth day-to-day operations in the Chairman’s Office
Providing leadership and guidance to Department Chair, Division and Program Directors; and Department faculty, residents, and staff
Managing the Department Chair's calendar and daily schedule including meetings, clinic days, educational activities, training and research activities, and travel arrangements
Coordinating Departmental meetings and events, creating agendas and minutes, preparing reports and documents to present, ensuring virtual meetings are created appropriately and moderated
Coordinating Department recruitment, organizing interviews, and facilitating final candidate documents are collected and sent to ASG to initiate the hiring process
Facilitating onboarding and exit processes; ensuring new employees obtain welcome packets, Department policies, and required training; and ensuring checklist and required exit activities are met
Support of the appointment, promotion, and tenure process including assisting faculty in compiling promotion packets, and supporting the departmental APT committee
Ensuring submission of all necessary faculty credentialing information, CV's, state licenses, board certification, med staff privileges
Assists as Departmental Access Manager and Key Control Officer
Coordinating annual faculty evaluations
Delegating itineraries for numerous visiting professors and faculty recruits and arranging special events
Acts as Department timekeeper, monitoring and approving time off requests for faculty and staff, approving bi-weekly time and monthly time, ensuring attendance and timekeeping policies are followed, and ensuring sick/FMLA leave is entered appropriately
Direct supervision of Departmental administrative support staff including oversight of day-to-day activities for each, implementing performance standards and expectations, training and directing administrative staff, and providing policy guidance for administrative functions
Facilitate annual performance planning with staff by developing SMART goals aligned with role responsibilities and departmental initiatives, and conduct annual performance evaluations
Preparing and collecting data to create documents such as reports, memos and letters, associated with PeopleSoft and DataMart
Processes requests through the AE Service Center, including purchase orders, expense reimbursements, travel, and procurement; serves as a subject matter expert and Department resource for related inquiries
Monitoring department CBA accounts and ensure that the administrative support staff reconciles division accounts
Oversight of marketing and outreach activities for the Department
Supports the reconciliation of encumbrances on Department accounts
Monitoring and assisting in keeping the Department and Health System websites up to date and assisting in the Department's social media presence and marketing efforts
Assisting in managing endowments and report of use sent to the development office
Responsible for executing with minimal direction, administrative duties at the highest level while exercising considerable discretion and judgment
Qualification
Required
Bachelor's degree or equivalent in related field and four years related experience
Preferred
Excellent verbal, written, organizational, and interpersonal skills
Ability to multitask across diverse and complex functional areas while exercising a high level of autonomy and sound judgment
Demonstrated ability to work effectively in a team-oriented environment
Experience in an academic medicine or clinical setting preferred
Proficiency in Microsoft Office applications
Experience with scheduling, timekeeping, and clinical/education systems (e.g., Qgenda, Kronos, Epic, Blackboard, One45, Power BI) preferred
Working knowledge of basic financial processes, including expense monitoring and supporting adherence to departmental budgets, preferred
Company
UTMB Faculty Group Practice
The University of Texas Medical Branch (UTMB) Faculty Group Practice (FGP) is comprised of over 950 faculty physicians and advanced practice providers who drive UTMB’s mission of improving health by delivering innovative education and training, pursuing cutting-edge research, and providing the highest quality patient care.
501-1000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase