UTHealth Houston · 19 hours ago
Administrative Manager - Pediatrics Genetics
Houston, TX
Full-time
Onsite
Mid Level
4+ years expUTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. The Administrative Manager in the Department of Pediatrics will oversee the operations of clinical research projects and manage various financial and administrative functions, ensuring compliance and efficiency in study operations.
Health CareMedicalUniversities
Responsibilities
Manages the day to day business and financial processes, trends past performance and forecasts future financials
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
Regularly handles confidential information and sensitive issues
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
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. Monitors expenditures and provides a report on the budget status as requested. Provides a comparison between actual and budget
Coordinates travel, purchasing, payroll, timekeeping, contracts and grants
Accountable for 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
May provide 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. Recommends 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
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
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
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
Advises on financial and business processes, policies and procedures. Drafts business policy and processes as assigned by supervisor
Responsible for making routine business and financial decisions and judgment calls, and may assist or make recommendations regarding moderately impactful decisions
Other duties as assigned
Build and maintain invoice‑tracking spreadsheets for each clinical trial project
Update tracking tools as Clinical Trial Agreements (CTAs) are amended
Prepare and send invoices in accordance with the terms of individual CTAs
Track payments received, reconcile accounts, and maintain accurate financial records
Follow up on outstanding payments and resolve overdue or missing funds
Communicate with Sponsors to address incorrect, incomplete, or irregular payments
Assign coordinator, dietitian, and other study staff effort to appropriate projects on a quarterly basis
Provide effort‑allocation information to departmental personnel to ensure accurate recharge processing
Review hospital and outpatient clinic invoices in collaboration with research coordinators
Approve and process payment for accurate invoices
Identify discrepancies and work with coordinators to resolve issues with hospital or clinic billing teams
Participate in meetings with hospital/clinic/departmental personnel when needed to resolve billing concerns
Monitor and forecast project account status to ensure appropriate assignment of staff effort
Prevent negative account balances by proactively identifying financial risks and recommending adjustments
Qualification
Required
Bachelor's degree in business related field required. Equivalent level of education and/or experience may substitute for education requirement
Four (4) Years Related Work Experience Required
Prior experience in finance, accounting, business administration or business management required
Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required
Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects
This position is a security-sensitive position pursuant to Texas Education Code 51.215 and Texas Government Code 411.094
Employees must permanently reside and work in the State of Texas
Preferred
Experience in clinical research administration, accounting, or financial coordination
Strong organizational and analytical skills
Ability to communicate effectively with internal teams and external Sponsors
Proficiency with spreadsheets and financial tracking tools
Advanced working knowledge of University financial systems is preferred
Benefits
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!
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!
Company
UTHealth Houston
UTHealth Houston educates the largest number of health care professionals in Texas.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Michael Tramonte
Senior Vice President, Chief Financial Officer
Melissa Pifko
Senior Vice President and Chief Legal Officer
Recent News
Steadman Philippon Research Institute
2025-09-17
vcnewsdaily.com
2025-07-15
2025-06-23
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