Department Administrator - University of Texas Police Department

The University of Texas MD Anderson Cancer Center in Houston is one of the world's most respected centers focused on cancer patient care, research, education, and prevention. It was named the nation's No. 1 hospital for cancer care in U.S. News & World Report’s 2021-2022 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute. 

The Department Administrator serves as an administrator and financial manager for The University of Texas Police at Houston (UTPD) whose 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 role impacts the efficiency and effectiveness of administrative and financial operations within The University of Texas at Houston Police Department (UTPD).

KEY FUNCTIONS

Department Budget and Analysis 

Coordinates departmental fiscal and overall budget activities for a combined UTMDACC and 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 lawsuits and other various legal issues, as needed, in providing documentation, scheduling depositions/meetings and/or hearings, obtaining legal advice, etc.  Follows up on status of lawsuits. Prepares annual CALEA accreditation reports on EEOC charges and lawsuits.

Administrative Operations Management

Maintains accurate records and reports of departmental annual obligations and short and long-term contractual agreements.

Monitors and tracks contract key performance indicators and conducts business reviews in order to assess the current state of the relationship between the Institution and the Vendor and identifies opportunities to create greater value. Provides direction by focusing on risk management strategies and performance reviews focused on KPIs, SLAs and scorecards as appropriate. Reviews renewal options and collaborates with contract and sourcing partners to negotiate best value agreements.

Develops, implements and manages effective administrative processes to ensure operational efficiency and quality outcomes. Oversees the administrative service line and is responsible for the interviewing, hiring, training, and development of administrative support staff. Ensures staff is cross trained on functions for adequate back up coverage.

Physical Asset Management

Oversees UTP-H fleet, asset management and has evidence storage and oversight responsibility. Ensures law enforcement and security vehicles and equipment are issued and prepared to function during routine emergency and catastrophic events. 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 as Assigned

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.