Summary
Overview
Work History
Education
Skills
Certification
Honors/Awards
Training Programs/Courses
Timeline
Generic

Hafeez Ullah

Sugar Land,TX

Summary

Experienced professional with a strong background in guiding teams, managing complex projects, achieving strategic objectives and ensuring financial accountability for all department resources. Excels in developing efficient processes, ensuring high standards, and aligning efforts with organizational goals. Skilled in overseeing administrative activities such as finance, research administration, and human resources to support operational efficiency. Passionate about contributing to organizational success through effective leadership and meticulous attention to detail.


Overview

25
25
years of professional experience
1
1
Certification

Work History

Administrator, Menninger Department of Psychiatry

Baylor College of Medicine
10.2020 - Current
  • Responsible for managing and overseeing the department's day-to-day operations, including those of its affiliates i.e. Ben Taub Neuropsychiatry Hospital, Baylor St. Luke's Medical Center, Menninger Clinic, Texas Children Hospital and VA Hospital.
  • Plan, prepare, manage and oversee budget for over $78 million dollars.
  • Provides financial accountability, oversee and manage multiple funds/accounts i.e. Federal, State, Local, Tobacco, Startup, Endowment, IDC, Grant, and Donation accounts.
  • Responsible in coordinating, planning, and implementing office activities and procedures of the college and serve as a resource on the policies to staff and faculty.
  • Assists in the development of strategic and short-term planning processes and facilitates the obtainment and validation of data needed for strategic decision-making.
  • Serves as a strategic resource to the Chair to shape and advance strategic priorities and initiatives especially in clinical operations.
  • Assists in the development of business plans, state of the department presentations and strategic white papers.
  • Responsible with implementation of operational decisions in clinical operations and education.
  • Provide oversight of programs to ensure compliance with LCME, ACGME, ACCME, and other regulatory agencies for both Baylor College and affiliate sites.
  • Collaborates with the Chair and Vice Chairs on short and long term strategic planning for the departments regarding operations and new program development. Communicates all goals on a regular basis and adjusts workflows in clinical operations as needed.
  • Accountable for the monthly and quarterly reporting regarding Chair goals in clinical operations.
  • Accountable for workflows in Clinical Operations.
  • Coordinates efforts to define priorities, report on progress, and ensure that the priorities are integrated into decision-making.
  • Works collaboratively with the college administration to develop a framework to effectively communicate and implement key performance indicators and strategic metrics that identify the current state, craft the path to the future state and provide presentation of project status compared to milestones.
  • Exercises supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and approving hours worked.
  • Ensures regulatory compliance and recommends process improvements to department budgetary and financial policies and procedures.
  • Leads the business and financial planning and accounting functions of the department to attain strong operating results and potential solutions.
  • Responsible in generating and reviewing monthly financial reports and distributions in SAP and PEPT.
  • Monitors departmental accounts for funds availability and appropriate expense transactions and makes recommendations to the Chair.
  • Meets with faculty and provides accounting and financial information.
  • Work closely with Principle Investigators, Faculty, Department Chair, COO and CFO regarding budget preparation.
  • Process transactions through various accounting systems following established deadlines after a thorough review and interpretation of the substance of each transaction in SAP.
  • Approve all budget revisions, new fund requests, and cost transfers, ensuring internal and external deadlines are met.
  • Monitor fund budget entry, revision, reconciliation and all finance related activities.
  • Responsible for annual preparation, submission, and defense of the department budget.
  • Monitor and manage all purchasing and HR related issues.
  • Responsible for supporting administrative and research efforts. Attending various meetings, coordinating, planning agendas and memos.
  • Respond to audit requests from both external and internal auditors.
  • HIPPA regulations, infection control standards and workplace safety.
  • Participate in the designated departmental meetings and committees.
  • Property custodian for all lab equipments and related items.
  • Responsible in processing visa requests and renewals (H1, J1, TN, Green card sponsoring) for faculty, residents/fellows, post doc fellows, research associates and students.
  • Responsible for filing claims, insurance reimbursements and submitting CPT and ICD10 code for billing.
  • Managing conferences, retreats, seminars, grand rounds, journal club, clinical case conferences and lecture series for the department.
  • Trained in Reading and Analyzing EEG Brain Waves.
  • Trained in Performing and Analyzing fMRI research data using LINUX and AFNI.
  • Trained in Performing and Analyzing Complex Research Procedures.
  • Trained in Administering Complex Psychometric Battery Test e.g. Wechsler's Adult Intelligence Scale-III and Inhibitory Control Tests.
  • Experienced in supervising medical students, research coordinators, residents and fellows on various clinical and research projects. Assisted in teaching medical students and residents.
  • Experienced in managing and supervising administrative and research activities within the Department.
  • Strong Communicational, Interpersonal, Analytical, Problem solving and Leadership skills.

Director of Finance and Administration, Psychiatry

The University of Texas Health Science Center San Antonio
08.2016 - 10.2020
  • Responsible for providing administrative leadership and coordination of day-to-day functions and operations across eight divisions and six sites.
  • Responsible for all administrative activities of the department, including finance, research administration, and human resources.
  • Served as the administrative leader and senior management advisor to the Department Chair.
  • Responsible in developing and directing short and long-term strategic business plans for the department.
  • Preparing business analyses, development of proposals and funding plans; implementing plans for new programs; and designing and executing changes to existing programs.
  • Providing financial analysis and programmatic oversight for the department.
  • Plan, prepare, manage and oversee budget for over $56 million dollars.
  • Responsible in planning and managing all financial areas including all aspects of revenue and expense management.
  • Served as the administrative liaison for department programs at affiliate sites and within the divisions, department and college.
  • Responsible for oversight of all administrative aspects of all educational programs. In conjunction with the Program Director and Academic Program Coordinators to insure that, educational requirements are met for all learners.
  • Oversight of programs to ensure compliance with LCME, ACGME, ACCME, and other regulatory agencies for both UTHSCSA and affiliate sites.
  • Responsible for activity on the inpatient floor and outpatient clinics in regard to attending physician availability, medical documentation of residents for billing activity, and statistical information for site reviews.
  • Responsible in allocating protected time and FTE distribution for administrative and teaching responsibilities to the faculty.
  • Responsible for the administrative management of clinics at HSC and UPL programs that are significant in value and reputation.
  • Analyzing charge capture (Gross and Net), CWOs and denial reasons, reimbursement patterns, and recommending process improvements.
  • Analyzing clinical productivity, physician billing activities with revenue cycle team, coordinating with revenue cycle team and billing team to ensure that billing information and coding provides appropriate reimbursement for physician and allied health professional
  • Providing support to improve patient access, experience, and clinic site management.
  • Responsible for faculty and staff recruitment and hiring processes.
  • Overseeing aspects of faculty appointment, promotion/tenure, and non-renewal processes within the department, ensuring adherence to college guidelines and timelines.
  • Responsible for staff training and development, performance evaluation, progressive disciplinary processes and annual review.
  • Responsible in leading complex departmental finances and budget functions.
  • Managing financial resources for the department to achieve optimal utilization, including financial planning, budgeting, and accounting functions of the academic and medical service units.
  • Oversee and manage multiple funds/accounts i.e. State, DISPR, MRSDP, Startup, Endowment, IDC, F&A, Grant, Revenue and Gift accounts.
  • Developing and tracking grant budgets and ongoing expenses in relation to budget, including salaries, fringe benefits, F&A cost, effort allocation and certification (e-cert) and contracts. In addition, monitor personnel effort and salary cost share.
  • Work closely with Principle Investigators, Faculty, Department Chair, Associate Deans and CFO regarding budget preparation.
  • Coordinating, monitoring, and managing separate budgetary units in multiple entities.
  • Providing the planning, budgeting, and accounting functions for operating, capital, grant, and gift budgets.
  • Analytically reviewing financial reports and records and initiating corrective action in coordination with college leadership.
  • Leading the process for the allocation of funding of faculty salaries and clinical incentive plans.
  • Process transactions through various accounting systems following established deadlines after a thorough review and interpretation of the substance of each transaction in PeopleSoft and Hyperion.
  • Responsible for budget development, managing and monitoring expenses and revenues in clinical, academic, and research operations.
  • Monitor management of short and long-term operations such as space, information technology, and department inventory.
  • Maintains liaison with all levels of administration, faculty and outside organizations to coordinate departmental business, accomplish directives, negotiate contracts and facilitate the resolution of problems.
  • Responsible in leading research administration to accomplish institutional research mission and goals.
  • Managing faculty salary distribution on research funds and distribution of faculty total FTEs.
  • Ensuring timely invoicing, collection, and the mitigation of potential overdrafts related to sponsored research activity.
  • Leading the analytical review of monthly budget reports and ledgers to satisfy requirements of sponsor agency, institution, and investigators for planning, budgeting auditing, and oversight purposes.
  • Worked closely with the office of sponsored programs administration, institutional research committees, legal affairs, fiscal affairs, contracting office, CTO and institutional development office as needed to fulfill all post-award management responsibilities.

Director of Administration, Neurosciences

Texas Tech University Health Sciences Center El Paso
09.2011 - 07.2016
  • Responsible for managing the department's day-to-day operations, including coordination of clinical, research and administrative activities within the department.
  • Plan, prepare, manage and oversee budget for over $21 million dollars.
  • Supervised Lead Analyst, Sr. Analysts, Manager, Programmer/Data Analyst, Administrative and Research coordinators in establishing priorities.
  • Oversee and manage multiple funds/accounts i.e. State, Local, PHF, Startup, Endowment, IDC, Grant, and Donation accounts.
  • Responsible in coordinating, planning, and implementing office activities and procedures of the Institute and serve as a resource on the policies to staff and faculty.
  • Developing and tracking grant budgets and ongoing expenses in relation to budget, including salaries, fringe benefits, F&A cost, effort allocation and certification (e-cert) and contracts. In addition, monitor personnel effort and salary cost share.
  • Provides supervision in the coordination of grants and contracts, ensuring expenditures adhere to private and governmental regulations and guidelines, and ensuring all documents are organized for a self-explanatory audit trail.
  • Generate regular fiscal reports on sponsored programs, including but not limited to quarterly Federal Financial Reports, Final Statement Reports, effort certification, etc.
  • Work closely with the office of sponsored programs administration, institutional research committees, legal affairs, fiscal affairs, contracting office and institutional development office as needed to fulfill all post-award management responsibilities.
  • Work closely with Principle Investigators, Faculty, Department Chair, Associate Dean and CFO regarding budget preparation.
  • Monitor grant submissions, renewals, and grants in progress. Monitor and track all deadlines, such as Progress Reports, no cost extensions, and end dates.
  • Process transactions through various accounting systems following established deadlines after a thorough review and interpretation of the substance of each transaction in Banner and COGNOS.
  • Approve all budget revisions, new fund requests, and cost transfers, ensuring internal and external deadlines are met.
  • Plan, coordinate and supervise the operation and activities at El Paso and San Antonio research sites.
  • Responsible for the management of sub-award and other agreements by drafting, tracking, analyzing and reconciliation of awards. Ensure that sub awards are allocated appropriately.
  • Monitor progress to ensure that invoices are received, and payments are issued timely. Resolve discrepancies, contact vendors, obtain credit memos.
  • Monitor fund budget entry, revision, reconciliation and all finance related activities.
  • Track and trend departmental expenses and provide reports to the Individual PI's, and Department Chair.
  • Responsible for annual preparation, submission, and defense of the department budget.
  • Petty Cash management and reporting. Responsible for generating ePAFs (electronic personnel action forms) as needed.
  • Monitor and manage all purchasing and HR related issues.
  • Establishes schedules and methods for providing administrative services; identifies resource needs; reviews need with appropriate management staff; allocates resources accordingly.
  • Responsible for supporting administrative and research efforts. Attending various meetings, coordinating, planning agendas and memos for COE- Neurosciences activities.
  • Respond to audit requests from both external and internal auditors.
  • Supervise and fill in for all purchasing related duties, including obtaining quotes, bids, and approvals, submitting requisitions to become purchase orders, receiving items, obtaining invoices, processing returns, resolving discrepancies.
  • Supervise, organize and planned the Annual Neurosciences Conferences and guest lecture series, including all logistics, guest speaker arraignments, CME Credit Approvals and Disclosures, brochures and advertising, etc.
  • Ensure administrative patient care policies and procedures compliant with the standards, HIPPA regulations, infection control standards and workplace safety.
  • Participate in the designated departmental meetings and committees.
  • Support the management in determining the goals and policies of the organization.
  • Set the quality and quantity performance standards for all departments
  • Provide employees with basic amenities, training and resources required for work.
  • Provide employees with documents such as appointment, employment or release letter, salary statements, etc.
  • Administered and managing grant funding, Pre and Post-award, Budgeting, establishing grant accounts for external grant agencies- Private, Institutional and Federal i.e. SEED, SARP, Foundation, NIH, NIMH (RO1, R21, K1 etc).
  • Property custodian for all lab equipments and related items.
  • Responsible in managing lab inventory, placing orders and purchases for the Neurosciences laboratory and center.
  • Managing and executing service contracts, leases, PSA, MTA and BTAs for the department.
  • Responsible in managing travel accounts and arranging national and international travel for staff and faculty.
  • Responsible in processing visa requests and renewals (H1, J1, TN, Green card sponsoring) for post doc fellows, research associates and students.
  • Ensure the employees adhere to the organization's policies and protocols
  • Administered and coordinated activities of Mood Disorder Clinic.
  • Responsible for day-to-day operation of the facility in accordance with the state and institutional policies.
  • Assisted management with business planning and goals for Mood Disorder clinic.
  • Responsible for directing clinical operation and compliance reporting.
  • Responsible for filing claims, insurance reimbursements and submitting CPT and ICD9 code for billing.
  • Conduct monthly meetings with employees to understand and resolve their problems and take down their suggestions.
  • Ensure distribution of sufficient resources to the lab and center, corresponding to their project requirements.
  • Managing conferences, retreats, seminars, journal club, clinical case conferences and lecture series for the department.
  • Responsible in leading research administration to accomplish institutional research mission and goals.
  • Managing faculty salary distribution on research funds and distribution of faculty total FTEs.
  • Ensuring timely invoicing, collection, and the mitigation of potential overdrafts related to sponsored research activity.
  • Leading the analytical review of monthly budget reports and ledgers to satisfy requirements of sponsor agency, institution, and investigators for planning, budgeting auditing, and oversight purposes.
  • Worked closely with the office of sponsored programs administration, institutional research committees, legal affairs, fiscal affairs, contracting office, CTO and institutional development office as needed to fulfill all post-award management responsibilities.

Lab Manager/Study Coordinator, GI & Hepatolog

Medical College of Wisconsin
01.2006 - 12.2010
  • Responsible for managing the department's day-to-day operations, including coordination of clinical research and administrative activities within the research lab.
  • Responsible for supervising and training the research team, including medical students, staff, residents and fellows on various research projects.
  • Involved in processing payment requests, requisitions and invoices thru A/P.
  • Responsible in anticipating and resolving problems. Facilitate communication with providers and the faculty.
  • Responsible for filing claims, insurance reimbursements and submitting CPT and ICD code for billing
  • Responsible in managing lab inventory and supplies.
  • Running reports for grant funds to ensure proper spending.
  • Managing grant funding, pre-award, budgeting, keeping track of multiple grant accounts for external grant agencies- Private and Federal i.e. Pharmaceutical (clinical trials) and NIH (RO1, R21, etc).
  • Carrying out administrative processes and ensuring smooth functioning of the lab.
  • Coordinating different functions carried out within the division.
  • Routinely participated in the designated departmental meetings.
  • Duties involved recruiting, screening, enrolling and obtaining consent from research participants.
  • Under the direction of principal investigator assisted in grant writing, budgeting and protocol revisions.
  • Involved in developing, implementing, and maintaining comprehensive databases and files related to the Project Program Grant (NIH), also prepared and maintained spreadsheets to monitor patient data related to investigative therapies.
  • Under the direction of the principal investigator assisted in enrolling and conducting various research studies and clinical trials. Also involved in coordinating IRB documentations specific to the research protocol.
  • Planned and performed statistical analysis using advanced techniques, also involved in determining and reviewing statistical findings with investigators.
  • Prepared manuscripts for submission to relevant journals for publication.
  • Coordinated esophageal, liver, Neuro-cognitive, fMRI and sleep research studies.
  • Performed and executed complex clinical and research procedures.
  • Performed clinical esophageal & anal manometries, esophageal PH monitoring and TEGD.
  • Responsible for administering complex psychometric battery tests e.g. Wechsler's adult intelligence scale-III, Inhibitory Control Test and Driving Simulator Test.
  • Trained in Performing and analyzing fMRI research data using LINUX and AFNI.
  • Trained in reading and analyzing EEG brain waves/activities.

OR Manager

Liaquat National Hospital
11.2004 - 11.2005
    • Responsible for managing 23 OR suites including general surgery, orthopedic, urology, plastic, cardiothoracic, neurosurgery, OBGYN, CCU, GI labs, outpatient, emergency surgery, and central sterilization supply department.
    • Planned, prepared, managed and oversee budget for over $10 million dollars.
    • Supervised OR techs, nurses, sterilization techs and students.
    • Responsible for managing OR inventory.
    • Responsible for staff professional development and education.
    • Responsible for managing and maintaining contracts for faculty.
    • Trained in operating Alice 5 Diagnostic Sleep Systems.

Administrative Officer

College of Physicians and Surgeons Pakistan
08.2004 - 10.2004
  • Worked as an Administrative Officer at the College of Physicians and Surgeons Pakistan for a period of 3 months.

Resident Medical Officer (RMO)

Hamdard University Hospital
10.2000 - 05.2004
  • Worked as a Resident Medical Officer (RMO) in the Department of Psychiatry at Taj Medical Complex, Hamdard University Hospital Karachi, Pakistan for a period of 4 years.

Education

Bachelor of Medicine And Surgery (MBBS) - Medicine

Hamdard College of Medicine And Dentistry
Karachi, Pakistan

Master of Business Administration (MBA) - Finance

Louisiana State University
Shreveport, LA

Master of Public Health (MPH) - Health Administration

Benedictine University
Lisle, IL

Skills

  • MS Office (Word, Excel, Power Point, Access)
  • SAP & S4 Hana
  • PEPT
  • PeopleSoft/Hyperion
  • Banner/COGNOS
  • MS Windows
  • LINUX/AFNI
  • Stats Direct
  • SPSS

Certification

  • Registered Polysomnographic Technologist (RPSGT) - The Board of Registered Polysomnographic Technologists. McLean, VA
  • Registered Sleep Technologist (RST) - The American Board of Sleep Medicine. Darien, IL

Honors/Awards

Member: Alpha Chi National College Honor Society - Exemplary Academic Achievements.

Training Programs/Courses

Healthcare & Administrative Leadership Development Program (HALDP)

Successfully completed all requirements for the program offered by The University of Texas Health Sciences Center San Antonio, Texas, USA

Timeline

Administrator, Menninger Department of Psychiatry

Baylor College of Medicine
10.2020 - Current

Director of Finance and Administration, Psychiatry

The University of Texas Health Science Center San Antonio
08.2016 - 10.2020

Director of Administration, Neurosciences

Texas Tech University Health Sciences Center El Paso
09.2011 - 07.2016

Lab Manager/Study Coordinator, GI & Hepatolog

Medical College of Wisconsin
01.2006 - 12.2010

OR Manager

Liaquat National Hospital
11.2004 - 11.2005

Administrative Officer

College of Physicians and Surgeons Pakistan
08.2004 - 10.2004

Resident Medical Officer (RMO)

Hamdard University Hospital
10.2000 - 05.2004

Bachelor of Medicine And Surgery (MBBS) - Medicine

Hamdard College of Medicine And Dentistry

Master of Business Administration (MBA) - Finance

Louisiana State University

Master of Public Health (MPH) - Health Administration

Benedictine University

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