Administrative Manager/Sr. Administrative Manager - Pediatrics

About the role

What we do here changes the world. UTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. The Administrative Manager will provide operational and administrative leadership for the Pediatric Critical Care Division, overseeing divisional operations, finances, faculty affairs, research administration, and personnel activities while partnering closely with physician leaders, faculty, and staff. This role offers the opportunity to support a nationally recognized team at Children’s Memorial Hermann Hospital and contribute to its clinical, educational, and research missions through strong financial stewardship, collaborative problem-solving, and day-to-day operational excellence. The ideal candidate is a proactive, experienced administrative leader who communicates effectively, manages competing priorities, and thrives in a collaborative environment dedicated to advancing pediatric critical care and improving outcomes for children and families.

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 including 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, website 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.

Qualifications

• Education: Bachelor’s degree in a business-related field required. Equivalent level of education and/or experience may substitute for education requirement.
• Experience: Four (4) years of related work experience required. Prior experience in finance, accounting, business administration, or business management required.

Skills

• Advanced working knowledge of standard office software such as Word, Excel, PowerPoint, and Outlook required.
• Advanced working knowledge of University financial systems preferred.

Benefits

• 100% paid medical premiums for full-time employees
• Generous time off (holidays, preventative leave day, both vacation and sick time – equating to around 37–38 days per year)
• Vacation accrual increases with longevity
• Longevity Pay (monthly payments after two years of service)
• 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

Schedule

In-person, Monday–Friday position.

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 & Residency

• Security-sensitive position pursuant to Texas Education Code 51.215 and Texas Government Code 411.094. Personnel in such positions will be routinely reviewed for criminal history or continuous connections to the government or political apparatus of a foreign adversary (as defined in 15 C.F.R. 791.4) that might prevent the ability to maintain the security or integrity of critical infrastructure.
• Employees must permanently reside and work in the State of Texas.