Associate Director, Ophthalmology

Job Posting Title:

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

To serve as the administrative leader integral to the development and active management of operations, budget, clinical strategy, academic progress, and growth opportunities for the Department of Ophthalmology.

General Accounting

• Oversee Departmental daily operations devising procedures and developing operational tactics in support of the department's aims. Ongoing focus on improving departmental efficiency and service delivery while upholding best practices in management and administration.
• Manage financial transaction processes in the department to ensure timely and accurate processing of all requests and compliance with all university and medical school business policies and procedures for all fund sources (core, start-up, philanthropy, and grants/sponsored projects). Prepare reports to analyze variances and forecasts to aid in departmental business decisions. Provide ad-hoc reports as needed.
• Proactively monitor, identify corrections, and process FTE cost allocations in Workday. Train administrative staff in processing financial transactions, allowability and appropriate use of funds.
• Audit and approve financial documents created by staff related to procurement, travel, payments, tuition, ProCard/event cards, events, reimbursements, and correction documents as needed.
• Lead and coordinate projects to implement administrative changes and optimize procurement, account payable, inventory, and general business areas in department.
• Manage account and endowment sheets for faculty and department. Ensure departmental guides containing accounts and codes are maintained for tracking expenditures.
• In partnership with chair of Ophthalmology, develop and manage the strategic priorities and ongoing growth of clinical programs, education offerings, faculty relations, research portfolio and opportunities for community impact.

Budget and Departmental Administration:

• Assist Sr. Director in preparing annual departmental budgets including budgets for internal Dell Med initiatives or projects. Review budgets for completeness, accuracy, rationality and suggest alternatives where appropriate. Serve as departmental liaison with the Dell Med Finance Office. Manage the department's local business/HUB purchasing and tracking.
• Assist Sr. Director in leading efforts to document processes and ensure compliance with internal UT, DMS, and applicable external policies. Provide continuity among projects and develop training plans to roll out applications, new processes.
• Perform monthly account reconciliation and analysis. Assist Director with budgeting, endowment and gift compliance, and other accounting matters. Gather data and assist with reporting and complex departmental decisions.
• Oversee all UT contracts and expenditures for the programs.
• Facilitation and coordination of Department planning, retreats, meetings, projects, processes, or requests from Department or Dell Med/UT. Develop and maintain project plans, tracking progress to assist leadership with holding team members accountable for timelines and deliverables for successful completion of projects, ensuring stakeholders are appropriately apprised of progress and barriers.

Grants support:

• Collaborate with department grants specialists attending kick-off meetings to review terms and conditions for each award. Assist in departmental post-award support to DMS Grants Specialist. (i.e. expenditures for sub-award invoice payments, processing expenditure corrections, internal department stop-gap account and processes costing allocations in Workday and recommend budget transfers to DMS SPA.)
• Collaborate with DMS Grants and Contracts Specialists and HR to produce monthly financial reports and specialized projections for each faculty member. Assist the Senior Director and Chair with implementing special reports for financial initiatives. (ie. Effort Reports and Templates, Projection Models, etc.) Interpret and ensure compliance with federal, state, and University policy

• Bachelor's degree and at least 7-8 years of related experience including 5 years of professional experience in academic healthcare.
• Demonstrated project organization skills, including the ability to multi-task, balance priorities, set and manage timelines for deliverables.
• Highly proficient in Microsoft Word, Excel, and PowerPoint, with the proven ability to produce professional documents in MS Power Point.
• Experience with change management in complex organizational settings.
• Proven ability to manage complex projects independently.
• Strong and demonstrated written and verbal communication skills.
• Detail-oriented, excellent record keeping and organization skills, with strong follow-through and accountability.
• Excellent customer service orientation and proven experience working with internal and external staff, collaborators and end-users.
• High degree of self-motivation and ability to work efficiently and flexibly in a fast-paced environment with minimal guidance

• Master's degree in Business Administration, Healthcare Administration, Public Health, Public Policy or other related field
• Professional project management certification/training.
• Familiarity and experience with an Ophthalmology practice and/or a surgically oriented practice.

OPEN

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Importantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.