JOB SUMMARY:

To manage the business, human resource and payroll activities for the Finance and Administrative Support Office within the Office of the Dean of Medicine.

 ESSENTIAL JOB FUNCTIONS:

Administrative

·        Coordinates with H.R. regarding the A&P market/merit increase process with the Office of the Dean of Medicine and departments/units within the SOM.

·        Coordinate, verify and submit the AAMC Faculty Salary Survey and all Faculty Roster information for the SOM.  Complete annual surveys and run reports as needed.

·        Entity Administrative Lead for PeopleSoft HCM 8.9 for the School of Medicine.  This includes but is not limited to staff training, setting service expectations, system testing, communication, security, and processing of all related personnel transactions. 

·        Liaison between departments and functional and technical areas related to personnel transactions (HR, Payroll, Benefits and Administrative Systems).

·        Provide guidance, supervision, and coordination in the administrative duties of the Dean’s Administration Support Office.

·        H.R. and payroll processes related to faculty, A&P and non-teaching appointments.  This includes but is not limited to the following:

·        Review and process Employment Authorization Forms

·        Review and process paperwork related to new hires/status changes/resignations

·        Open and maintain complete/accurate files

·        Update/maintain faculty database

·        Memorandum’s of Appointment

·        Compliance with UT System Regent Rules

·        DOM Departmental representative regarding all faculty, non-teaching and A&P appointments

·        Works with Departmental Administrators for processing of appropriate appointment documentation.  This would also include following the appointment documentation through the APT process and through approval at UT System into endowed positions, if appropriate.

·        Coordination of activities related to recruitment for Administrator positions within the School of Medicine.  This includes job descriptions, recruitment procedures, staffing search committees and working with the Human Resources Executive Recruiter.

·        Institutional Handbook for Operating Procedures Committee Representative for the School of Medicine.

·        Coordinate staffing and grievance and appeals process for SOM academic areas (including working with Dean/ Senior Executive Associate Dean for Administration, Planning and Finance on faculty issues).  Serves as liaison for Legal Affairs regarding potential employment, termination and non-renewal issues, as well as grievances and appeals.

·        Manage business functions for the Senior Executive Associate Dean for Administration, Planning and Finance.  Track requests, projects and deadlines.  Promote effective intra and inter office communication; ensures that requests are responded to in a timely manner and deadlines are met.

·        Assist in providing School of Medicine Leadership with a goal of developing a true TEAM cooperative spirit in the Dean’s Finance and Administration Support Office.

·        Conduct special projects and reports as assigned and other related duties deemed necessary by the Dean of Medicine and Chief Financial Officer.

Budget

·        Coordinate information to support the institutional/departmental budget and planning process.  Assist the Chief Financial Officer in compiling statistical and financial information and in developing analysis.

·        Oversight of expenditures from DOM accounts.

·        Adheres to internal controls and reporting structure.

MARGINAL OR PERIODIC JOB FUNCTIONS:

• Performs related duties as required.

REQUIRED EDUCATION / EXPERIENCE:

Bachelor’s degree or equivalent and four years related experience.

EQUIPMENT:

Standard office equipment.

WORKING ENVIRONMENT/LOCATION OF POSITION:

Standard office environment.

OTHER:

Specific job requirements or physical location of some positions allocated to this classification, may render this position security sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code.

ANY QUALIFICATIONS TO BE CONSIDERED AS EQUIVALENTS IN LIEU OF STATED MINIMUMS REQUIRE THE PRIOR APPROVAL OF THE VICE PRESIDENT FOR HUMAN RESOURCES AND EMPLOYEE SERVICES.