Associate Dean for Administrative Affairs
Job description
Associate Dean for Administrative Affairs
San Antonio
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The Associate Dean for Administrative Affairs is responsible for the marshaling and allocation of the human and capital resources needed to support the mission of the School of Health Professions (SHP) including the management and oversight of administrative, business, and financial affairs and faculty practice operations of the school. The Associate Dean will oversee human resources, staff development, and other administrative services and will develop strong and cooperative relationships with the faculty and staff in the school, as well as with the various departments throughout the Health Science Center. Responsibilities include developing annual budgets for the school and each of its departments; enrollment and tuition management; faculty contracts and FTE appointments; oversight of research grants and contracts; oversight of faculty practice; administration of purchasing, travel and contracted services; and general supervision of administrative personnel in the Dean’s Office. This position will also be responsible for the development, review, and implementation of school policies and procedures related to financial and business affairs and lead the school’s administrative council (made up of school departmental administrative personnel). In addition, the incumbent will participate in other academic and student service activities including chairing school committees and task forces. This position exemplifies the School’s mission, vision and values and acts in accordance with UT Health Science Center and UT System policies and procedures.
Job Responsibilities:
- Serve as the director for the business and financial affairs of the school.
- Evaluate, recommend, align, and maintain all systems and services to support the research, education, patient care and service missions of the school.
- Develop, review and modify operational policies, procedures and practices to improve revenue, achieve efficiency and expenditure control, and optimize resource utilization; ensure that operational practices and policies comply with all applicable laws, regulations, standards and UT system requirements.
- Lead the development of a robust faculty practice for the SHP.
- Advise, consult, and make recommendations to the dean and department chairs on the operational and financial impacts of proposed programs, changes, and policy decisions.
- Represent the dean and recommend commitments on business and administrative policy, procedures, and contracts both in the University and with external agencies, including, vendors and faculty practice contractors; negotiate contracts with vendors for various products and services purchased through the dean’s office and on behalf of school departments as assigned.
- Represent the school at internal and external meetings and conferences as designated by the dean.
- Coordinate operational aspects of compliance with certification and accreditation agencies, including oversight and submission of annual reports.
- Initiate and prepare business plans for projected changes in revenue and expenditures and new initiatives to include new programs, faculty practice and program enrollment and tuition projections.
- Oversee the development and maintenance of relevant spreadsheets and databases for tracking applicants, enrollment, tuition and other student information.
- Coordinate activities of administrative personnel throughout the school to standardize practices in accordance with University policies; chair the SHP administrative council (made up of school departmental administrative personnel).
- Oversee daily operations of the dean’s office, including preparation and processing of various forms for personnel, accounts payable, purchasing, travel, finance forms, travel authorization and reimbursements.
- Monitor and recommend changes in space and physical plant utilization within the school.
- Develop and maintain a school-wide communications strategy regarding policies and procedures, and administrative operations; communicate financial goals and general SHP expectations of fiscal responsibility.
- Participate in the Faculty Council and Leadership Council and chair other committees and task forces, as assigned; serve on various school and university committees.
- Perform employee performance evaluations for all assigned direct reports.
- Develop school and departmental budgetary goals and guidelines, create school and departmental budgets and monitor all financial activities related to the school; routinely audit and generate financial reports for SHP departments and the school.
- Conduct external assessments to set tuition rates and revenue targets.
- Identify inconsistencies and errors in reported financial data and take corrective action to ensure accurate representation of the SHP financial performance.
- Provide support to externally funded faculty in budget development and general grant financial management; track all school funds and ensure that all funds are responsibly managed by Principal Investigator.
- Assist with operational aspects of school marketing and public relations activities, to include SHP publications and web site.
- Assist with review and analysis of program evaluation tools and systems, including the universal course evaluation system for the SHP.
- Assist with the collect and maintenance of departmental reports related to educational activities, research and scholarship, service and patient care.
- Oversee the coordination of continuing education activities within the SHP with respect to enrollment and finances.
- Provide staff development activities for administrative personnel within the SHP.
- Participate in teaching, research and service activities of the SHP, as applicable.
Knowledge, Skills and Abilities:
- Excellent leadership, management/supervision and communication skills for coordination of the activities of a complex school with multiple departments
- Master’s Degree required; MBA or Master’s of Health Systems Management preferred
- Knowledge of budget, accounting and general principles of institutional compliance
- Familiarity with the organization and administration of complex health systems and higher education
- Working knowledge of Microsoft Word, Outlook, Excel and Access; ability to develop and apply spreadsheets and databases for monitoring and projections
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