MD Anderson Cancer Center UTPD Department Administrator in Houston, Texas

UTPD Department Administrator serves as an administrator and financial manager for The University of Texas Police at Houston (UTPD). The Department Administrator's responsibilities include fiscal and budgetary affairs, human resources administration, regulatory and institutional compliance, records management, office management, and other activities essential to the successful operations of the department. This position impacts the efficiency and effectiveness of administrative and financial operations within The University of Texas at Houston Police Department (UTPD).

As a team of teams focused on prevention, preparedness and protection, UT Police at Houston at https://www.utph.org/ supports and environment in which higher education, research, patient care and staff support can be pursued free of concerns for one's safety and individual wellness. As prevention oriented professionals, UT Police at Houston seeks exemplary and creative partnerships to promote a unified approach to risk identification and reduction. The UT Police at Houston mission statement aligns with and safeguards the missions of the institutions they serve in support of the People We Serve and the People Who Serve.

SALARY RANGE

Minimum: $81,600 Midpoint: $102,000 Maximum: $122,400

KEY FUNCTIONS

Department Budget and Analysis

  • Coordinates departmental fiscal and overall budget activities for a combined MD Anderson Cancer Center (UTMDACC) and UT Health Science Center at Houston (UTHSC-H) budget of approximately $20M and nearly 400 positions. Has departmental signature authority on both UTMDACC company centers and UTHSC-H accounts, and approves expense requests. Participates in institutional, divisional, and departmental budget and financial meetings. Directs the analysis, forecasting, preparation, and justifications of the annual budget requests for multiple UTMDACC and UTHSC-H company centers/ accounts within the respective institutional guidelines and timeframes. Ensures requests are in line with institutional and departmental strategic plans and goals. May coordinate the preparation and oversight of grant proposals. Determines costs for UTPD service agreements and prepares corresponding memoranda of understanding. Ensures revenue for services is collected in accordance with agreements. Prepares and processes UTHSC-H funds to carry forward from one fiscal year to another on non-state fund accounts, and ensures UTHSC-H budgeted dollars are transferred from one fund to another as needed within the fiscal years.

  • Manages the preparation of monthly and ad hoc financial and staffing reports. Regularly monitors UTMDACC company centers and UTHSC-H accounts. Ensures UTMDACC and UTHSC-H expenses are reconciled monthly. Coordinates independent and internal audits of fiscal activities. Assures adequate segregation of financial duties is maintained. Keeps Chief of Police and command staff informed on budget status and issues, and makes operational and financial recommendations to ensure expenses fall within budgetary limits.

  • Administers departmental functions related to both UTMDACC and UTHSC-H payrolls, travel, procurement, cash handling, tuition reimbursement, personnel records, personnel actions, performance evaluations, temporary light duty, family medical leave, and other related matters, as well functions related to departmental police records, crime reports, administrative records, records retention, and various other administrative duties. Coordinates independent and internal audits related to these functions; submits findings to the UTPD executive staff. Reviews and approves various UTMDACC and UTHSC-H transactions, including but not limited to departmental procurement requests, JDUF/Personnel Actions, travel requests/funding/expense reports, pager/blackberry requests, physical plant requests, facilities assets requests, long distance access, Kronos/TMS, and room reservations.

Personnel and Human Resources

  • Responsible for interviewing and hiring support staff and ensuring staff receives the necessary training, equipment, systems access, software, and guidance to successfully perform functions. Ensures related internal policies, procedures, and processes are in place and are in line with State, UT System Police, and institutional standards to ensure efficiency and effectiveness of service and quality outcomes. Ensures staff is cross trained on functions for adequate back up coverage, and that staff is provided with professional development opportunities. Responsible for maintaining current positions descriptions and ensuring staff is regularly evaluated. Interfaces with information systems support group to resolve computer hardware and software problems. Coordinates transfers of personnel from/to UTMDAC and UTHSC-H upon identifying need. Ensures notifications pertaining to terminations and transfers are disseminated to appropriate institutional and departmental personnel. Reviews vacancy and other staffing reports. Provides documentation to UTMDACC and UTHSC-H Human Resources on employee terminations for unemployment claims. Oversees exit process. Serves as UTPD coordinator and approver for set ups, changes and deletions of access to various financial, budget, procurement, travel, payroll, and human resources systems, including but not limited to Kronos, PeopleSoft HRMS, and Hyperion, as well as UTHSC-H PeopleSoft Financial Management System, and PeopleSoft HRMS. Maintains working knowledge of UTMDACC and UTHSC-H systems and related processes, policies and procedures. Serves as liaison with UTMDACC Human Resources and UTHSC-H Legal Services, as indicated, regarding EEOC charges filed against UTPD. Prepares and provides HR/Legal Services with UTPD responses to charges and supporting documentation. May take employee statements and prepare affidavits. Works with HR/Legal Services on preparing the official responses to EEOC charges. Follows up on EEOC charge findings with HR/Legal Services. Serves as liaison with UTMDACC Legal Services, UTHSC-H Legal Services and/or UT System Office of General Counsel on law suits and other various legal issues, as needed, in providing documentation, scheduling depositions/meetings and/or hearings, obtaining legal advise, etc. Follows up on status of law suits. Prepares annual CALEA accreditation reports on EEOC charges and lawsuits.

  • Reviews internal investigation files on employees slated for serious discipline. Oversees the scheduling of the disciplinary meetings and the preparation and processing of suspensions and/or discipline paperwork in accordance with policies and procedures. Coordinates UTMDACC suspensions with Human Resources. Maintains discipline log of both UTMDACC and UTHSC-H employees. May prepare ad hoc reports related to disciplinary actions. Works with the UT System Police, Office of General Counsel, and/or UTMDACC Vice President for Operations and Facilities regarding disciplinary appeals. Ensures appropriate documentation is provided and special needs are coordinated. Reviews grievances and composes responses for Chief of Police as requested. Maintains appeal and grievance files. Prepares annual analysis of grievances and appeals for CALEA accreditation. Collaborates with UTMDACC and UTHSC-H Human Resources on UTPD compensation issues regarding incoming or incumbent employees, including but not limited to job/position descriptions, position reclassifications, salary ranges, salary adjustments, supplemental and incentive pays, team awards, and merits. Upon request, conducts internal salary reviews and makes salary recommendations for departmental new hires, transfers, laterals, promotions, and demotions. May coordinate and/or conduct UTPD salary surveys. Responds to salary survey requests from external police agencies. Manages the annual reappointment of UTHSC-H personnel. Ensures supplemental/incentive pays are renewed each fiscal year, and administered in accordance with program guidelines. Coordinates the preparation, approval, and submission of annual UTMDACC and UTHSC-H merits and team awards in accordance with institutional, divisional and departmental guidelines. Tracks commissioned officers 1-4 year experience step increases and ensures UTMDACC eJDUFs and UTHSC-H personnel actions are completed timely. Coordinates requests for bilingual (Spanish) testing with Language Assistance, confirming test results, and set up for supplemental pay. Tracks hazardous duty pay for UTHSC-H commissioned peace officers and ensures personnel actions for increases are completed timely. Collaborates with UTMDACC Human Resources on service awards, recognition awards, holiday gift cards, and other related programs for inclusion of all UTPD staff in programs. rves as a member of the UTPD command staff. Regularly participates in the annual budget and strategic planning retreat, bi-weekly command staff meetings, and quarterly supervisory staff meetings. Periodically performs and/or oversees planning duties related to physical resources including but not limited space planning, renovations, furniture, telephones, property maintenance, etc.

Other Duties

  • Other duties to include, but not limited to, emergency recall and/or may be required to remain onsite or work extended hours during man-made or natural disasters and unusual occurrences on campus. Local or long distance travel may be required for training or other business purposes occasionally.

Education

Required: Bachelor's degree.

Preferred: Master's degree.

Experience

Required: Four years of related experience in a professional/administrative capacity, to include two years of experience in a supervisory capacity in any field.

Master's degree may substitute for two years of required professional/administrative experience.

May substitute required education degree with additional years of equivalent experience on a one to one basis.

It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html