The Department of Pediatrics with the Division of Medical Genetics is seeking an Administrative Manager to join the team. This role will be pivotal in overseeing the operation of clinical research projects, as well as other Administrative Manager function. This manager will have direct reports. The ideal candidate will have clinical research experience or a heavy financial background.

What we do here changes the world. UTHealth Houston is Texas' resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That's where you come in.

Once you join us you won't want to leave. It's because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you'd expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 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!

We take care of our employees! As a world-renowned institution, our employees' wellbeing is important to us. We offer work/life services such as...

• 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!

Position Summary:

The Administrative Manager supports the financial and operational administration of clinical research projects, and the division of medical genetics in the department of pediatrics. This role ensures accurate invoicing, payment tracking, effort allocation, and account reconciliation across multiple studies as well as divisional budgets. The coordinator works closely with research staff, departmental personnel, hospital/clinic billing teams, and external Sponsors to maintain compliant, efficient, and financially sound study operations.

Position Key Accountabilities:

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.

Financial & Invoicing Administration

• 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.

Effort Allocation & Internal Coordination

• 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.

Hospital & Clinic Billing Review

• 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.

Financial Forecasting & Project Oversight

• 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.

Qualifications 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.

Certification/Skills:

Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
Advanced working knowledge of University financial systems is preferred.

Minimum Education:

Bachelor's degree in business related field required. Equivalent level of education and/or experience may substitute for education requirement.

Minimum Experience:

Four (4) years related work experience required.
Prior experience in finance, accounting, business administration or business 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:
This position is a security-sensitive position pursuant to Texas Education Code §51.215 and Texas Government Code §411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code §117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. §791.4.
Residency Requirement:

Employees must permanently reside and work in the State of Texas.