Part-Time Assistant Director for Capital Assets Management

About the role

The Assistant Director of Capital Assets Management oversees the recording, tracking, and reporting of UTHealth's capital and controlled assets and ensures compliance with Governmental Accounting Standards Board (GASB) standards, State Property Accounting (SPA) requirements, UT System guidelines, institutional policies, and State of Texas Regulations. This position serves as a representative on the UT System Property Managers Council and the State Property Accounting Users Group, focusing on initiating change, developing practitioner standards, and promoting education in property management. This is a part-time position and does not offer the usual benefits. Preference is given to candidates with experience at UTHealth Houston.

Responsibilities

• Oversees the fixed asset system and entire lifecycle of the University's physical and intangible assets.
• Ensures accurate recording, recognition, tagging, and tracking of capital assets to maintain accurate records of equipment, including acquisitions, capitalization, depreciation, disposal, and surplus, as well as equipment donations, trade-ins, and external equipment transfers.
• Prepares annual financial report schedules and special inventory reports to aid management in decision-making and comply with rules set forth by the State Comptroller.
• Manages GASB 87 (lease contracts) and GASB 96 (SBITA contracts) asset recording and reporting, working closely with UT System.
• Ensures accurate general ledger postings and reconciles capital accounts monthly, quarterly, and annually; oversees entry of cost transfer vouchers and/or journal vouchers to correct entries to capital accounts.
• Develops and maintains office procedures, training aids, and annual inventory course to uphold internal controls and ensure adherence to financial regulations, UTH, and State policy.
• Responsible for management and analysis of departmental funds, including capital departmental equipment purchases.
• Oversees the perpetual inventory of physical assets to ensure accuracy of inventory records for UTH and UT Physicians.
• Serves as primary conduit for the third‑party inventory scanning servicer (currently CG4), providing oversight and coordination on production and test sites of cloud‑based software.
• Manages designation of items as surplus and coordinates sales through surplus auctions to maximize revenue.
• Serves as primary conduit for the third‑party auctioneer servicer (currently Surplus Marketplace), providing oversight and coordination on surplus inventory, bid awards, and marketing for auctioning services.
• Acts as primary liaison for internal and external audits associated with Capital Assets Management.
• Oversees CAM training for UTH and UT Physicians; manages updates to HOOP Policy for Capital Assets.
• Conducts monthly review and validation process; completes quarterly and annual Subchapter AFR Letter.
• Develops and maintains the Capital Assets Management internal webpage.
• Collaborates with various departments, including Procurement, Operations, Facilities, IT, UT Police, and Legal, to provide accounting guidance and support strategic decisions.
• Manages Human Resources activities of the department: recruiting and selection, hiring and termination, training, professional development, mentoring, counseling, performance evaluations, and salary planning.
• Performs other duties as assigned.

Qualifications

• Certified Professional Property Specialist (CPPS) by the National Property Management Association required.
• Exceptional interpersonal and technical skills.
• Bachelor's degree required; Bachelor's degree in Accounting preferred.
• Minimum 6 years of experience in property management or accounting related to asset management required.
• 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‑sensitive position pursuant to Texas Education Code 51.215 and Texas Government Code 411.094; ability to maintain the security or integrity of critical infrastructure is a minimum qualification.
• Residency requirement: employees must permanently reside and work in the State of Texas.