Administrator

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Please include a cover letter along with your resume when you apply to the position.

Summary

Baylor College of Medicine (BCM) is proud to be one of the nation’s premier healthcare, educational, and research institutions. Our people are our most important resource as we pursue excellence in our healthcare, education, and research mission areas. Our staff enjoys outstanding benefits and professional growth opportunities while working in a dynamic environment noted for diversity, community involvement, intellectual excitement, and cutting-edge research and education.

Job Purpose

The Department Administrator serves as the administrative leader and senior management advisor to the Department Chair. The primary responsibilities of this position are to generate, manage, and interpret strategic information; provide financial management and accountability for all Department resources; and to provide administrative infrastructure for faculty, staff, and trainees. The Department Administrator is responsible for all administrative operations of the Department including finance, research administration, and human resources. In addition, this leadership role helps to maintain BCM’s values by creating a culture of professionalism; an effective learning environment for all; and a commitment to diversity and inclusion. The Department Administrator reports to the Department Chair and Chief Operating Officer of the College.

Job Duties

Operations Management

All operational activity for the Department flows through this position. Whether directly performed or delivered by operational partners, all Departmental operations are the responsibility of the Administrator. These responsibilities include directing strategic business, programmatic, policy development, policy compliance, programmatic oversight, financial management, administrative direction, and operational planning in concert with the Chair and Chief Operating Officer.

Financial Management

The Department Administrator leads complex Departmental finances and budget functions. This position has the overarching fiscal responsibility for directing the Department’s financial staff, managing financial resources to achieve optimal utilization, which includes financial planning, budgeting, and accounting functions.

Research Administration

The Department Administrator leads research administration to support the needs of faculty and staff, operation and support of departmental resources, and is responsible for all aspects of the preparation, submission and administration of departmental grants and contracts. The Administrator provides oversight of grant funds, salary distribution, effort distribution, research space, resources, memberships, timely invoicing, and is responsible for leading analytical review of monthly budget reports.

Strategic Planning and Implementation

This position is critical to the Department’s long-term success and includes active leadership and engagement in overseeing the strategic planning activities for the Department. The Department Administrator is responsible for developing, obtaining approval for, and directing short and long-term strategic business plans for the Department in alignment with overall institutional priorities.

Talent Management

The Department Administrator is responsible for multiple reports to direct finance, research administration, and human resources. These roles work alongside the Administrator in refining and developing an administrative structure that provides the necessary level of support services needed for the Department’s continued success and strategic growth; including providing counsel to administrative leaders in personnel decisions and employee life-cycle activities. The Administrator will partner with Central Human Resources, Finance, and Research Administration to maintain compliance with BCM policy, state and federal regulations.

Space and Facilities Management

The Department has research activities in four floors of the DeBakey building BCM with space in several other areas of the College which requires directing and developing a functional space plan for the Department, and coordinating the support services necessary to ensure the operation of the Department’s facilities.

Process Improvement/Project and Change Management

The Department Administrator drives continuous improvement in all domains and participates in College-wide efforts. This position is responsible for leading the Department’s project management functions with support from College resources and managing routine and crisis communications throughout the Department and with related entities as issues arise.

Minimum Qualifications

• Master’s degree in Business Administration, Finance or other related field.
• Minimum of 10 years experience in administrative management, with significant experience in managing a complex academic organization is required.

Preferred Qualifications

• Experience with research administration is a must.

Other

While many competencies, skills, and knowledge are critical to the success of the role, the following are examples of notable aptitudes that must be demonstrated:

• Strong leadership skills and ability to take ownership for the Center and to gain the confidence of faculty, staff, leaders, colleagues, etc.
• Proven innovation and initiative to anticipate, develop, and implement new procedures, processes, and best practices.
• Demonstrated ability to analyze complex situations, identify and analyze problems, and develop options and recommendations for resolution.
• Proven ability to develop, analyze, organize, and carry-out project objectives to achieve organizational goals and implement strategic objectives.
• Demonstrated ability to solve complex, unusual, and new challenges using means which establish effective and efficient precedents.
• Adaptability to continually changing work priorities and business methods.
• Demonstrated ability to work cooperatively with people of diverse cultural and ethnic identities, styles, beliefs, and functional responsibilities; treats everyone with respect and dignity.
• Proven ability to research, gather, and organize information to conceptualize concise reports using various resources.
• A high degree of professionalism and accountability with demonstrated enthusiasm for and commitment to the position, the work, the team, and the Center.
• Excellent negotiation skills. Demonstrated counseling techniques with the ability to act as a facilitator, exercise diplomacy, professionalism, responsiveness, a high degree of flexibility, and resolve concerns and conflicts between individuals and among multiple members of a group in a fair and equitable manner.
• Excellent interpersonal, written, and verbal communication skills to interact with a variety of personalities at all levels; exercising tact, sound judgment, diplomacy, and adaptability to promote positive working relationships and job effectiveness.
• Ability to work independently and follow through on assignments with minimal direction and acceptance of full responsibility and accountability for all personal actions.

Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.

5015

CA; CH