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UTMB Management Responsibilities Handbook

Handbook Overview

Purpose

This handbook provides guidelines for establishing, implementing and maintaining internal controls to provide reasonable assurance that financial and operational risks are managed. It was developed to assist department heads and their primary administrators, who are responsible for the management of UTMB hospitals, schools, departments, institutes, and centers, in understanding their roles and responsibilities in university administration. It defines and clarifies areas off accountability, and service as a guide to the expertise and assistance available from campus administrative support departments.

Scope

This handbook is not all-inclusive: It delineates the major responsibilities of each department in the areas of administration, finance, environmental health and safety, intellectual property, academic affairs, professional liability, sponsored research, Information Services and human resources. In addition, it provides an overview to institutional support departments.

This handbook is designed to serve as a complement to the Institutional Handbook of Operating Procedures (IHOP), which contains policies essential to the management of the institution. Topics under the subject “Management (Department Head) Responsibilities” detail department head responsibilities in specific areas. This information is to be used in addition to, not in place of, job descriptions for these positions.

Audience

The information in this document is for anyone who is responsible for overseeing internal controls (e.g., medical directors with central programs and clinics). This includes, but is not limited to, upper level administration (i.e., President and Executive Vice President); all vice presidents, their associates and assistants; executive directors; deans, their associates and assistants; and all department heads and departmental administrators.

Definition of Terms

To ensure that readers of this document share the same frame of reference, several terms need to be defined for the context in which they are used in this handbook.

Department Head refers to all administrative titles, including department directors and chairmen, center directors, institute directors and chiefs.

Department refers to an institutional support department or group of departments, which provide a variety of services to support the institutional mission.

Departments as used in this handbook include the following:
• Academic departments
• Clinical departments
• Business Affairs departments
• Institutes
• Centers

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