MD Anderson Cancer Center
Operations Manager - Thoracic Head and Neck Medical Oncology
MD Anderson Cancer Center, Houston, Texas, United States, 77246
Mission Statement
The mission of The University of Texas MD Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research, and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees, and the public.
Summary
The ideal candidate for this position will possess the following skills:
Experience in academic business operations
Administrative / Business experience in an academic medical research setting
Experience supporting Faculty appointments and operations, to include research operations
Department Management
• Responsible for managing the daily operations of department. Point of contact for faculty and staff needing information or support from the central administrative office.
• Meets regularly with Department Administrator to assist in planning of department projects, tracks project milestones and measures outcomes. Leads process improvement initiatives.
• Meets regularly with Department Administrator to discuss departmental needs and goals. Understands and follows verbal and written instruction, read and understand printed and written data, organize and disseminate information in a clear manner.
• Attends meetings in the Department Administrator's absence and provides information on behalf of the department.
• Assists the Department Administrator in preparing financial reports, annual reports, and other special projects.
• Under direction of Department Administrator and Chair, provides primary oversight for all department initiatives and projects that are either in response to institutional initiatives or initiated in the department (such as employee survey results team or website development and maintenance).
• Responsible for correct completion and routing of departmental and institutional forms.
• Oversees the maintenance of departmental network shared files to include forms, lists, and procedures as required. Ensures that information is up-to-date and accurate.
• Interfaces with the information systems support group to resolve computer hardware and software problems.
• Composes complex correspondence, often of a confidential nature, and routes appropriately.
• Provides support, guidance, instruction/training to department staff, as needed.
• Develops and updates departmental processes and manuals.
• Attends various institutional meetings to assist in developing new and improved procedures for the department.
• Updates department on institutional announcements and interprets policies
Financial Management
• Authorized signer on department co/center budgets. Reviews and approves finance transactions & requests. In the Department Administrator's absence, approves supply orders.
• Assures supply budget expenditures are within budget.
• Identifies and implements opportunities for cost reduction and expense control, reviews office supply purchase requests, and special project requests.
Human Resource Management
• Provides management of staff, projects, and activities in support of department clinical and research areas.
• Works with Department Administrator to coordinate all faculty and classified personnel issues and actions, policy and procedure issues, and faculty requests regarding administrative support staff. Consults with Department Administrator in reference to more difficult issues.
• Works with financial and human resources departments to resolve funding, job level or information issues.
• Coordinates/screens all initial interviews for vacant positions and makes hiring recommendations to the hiring manager.
• Responsible for the revision and creation of position descriptions for department personnel.
• Maintains electronic performance evaluation forms for classified department personnel based on position descriptions.
• Responsible for coordinating the annual evaluations for all classified employees and faculty members.
• Responsible for the onboarding and the orientation process for faculty, educational appointments and staff.
• Responsible for coordinating and processing all faculty HR-related issues: faculty recruitment, promotions and tenure, annual faculty evaluations, etc.
• Handles all faculty and mid-level provider recruitment to include advertising, credentialing, and billing access.
• Responsible for the recredentialing process for faculty and mid-level providers.
• Oversees the visitor and observer program for the department. Handles all educational appointments to include incoming Preceptorship candidates.
• Interprets institutional and departmental policies for employees. Assures compliance of personnel with institutional and departmental policies and procedures.
• Advises Principal Investigators and team leads on various personnel issues.
• Manages the VISA process for the department.
Personnel Management
• Provides direct supervision for a team of administrative support assistants.
• Interview, select, orient and train new administrative support staff.
• Coordinates administrative support staff workflow by monitoring workloads and redistributing assignments to meet deadlines and provide efficient utilization of administrative support staff. Is proactive in anticipating changes in priority and arranging coverage during personnel shortages and increased demands for support.
• Handle problems/questions in the administrative area in a thorough and timely manner, utilizing diplomacy, and counseling staff when necessary.
• When appropriate, provides documentation of actions taken and counseling/discussions conducted in regard to administrative support staff attendance, behavior, or job performance.
• Evaluates the performance of support staff on an annual basis. Displays the ability to work closely with others, communicate clearly, develop efficient systems to promote a high level of productivity.
• Serves as the department liaison with, Faculty Academic Affairs, Human Resources, Trainee and Alumni Affairs, Visa Office, Financial Planning and Analysis and other departments.
Planning and Development
• Assists in department space planning. Key administrative contact for non-laboratory department relocations.
• Is knowledgeable of department property control issues and able to handle issues that arise if necessary. Knowledgeable about department annual physical inventory in accordance with the guidelines provided by Property Control.
• Coordinates the development and implementation of procedures for the administrative support area of the department.
• Provides recommendations for equipment procurement when new office equipment is being considered.
• Maintains the aesthetics of the department administrative area.
Inventory Control
• Serves as the liaison with the Division of Cancer Medicine.
• Conducts annual inventory.
• Maintains offsite records of equipment.
• Orders IT equipment for department.
• Responsible for new equipment and installation.
• Completes annual IT budget.
Other duties as assigned.
Education
Required: Bachelor's degree in Business Administration, Hospital/Healthcare Administration or related field.
Experience
Required: Four years of experience in a professional/administrative capacity, to include two years experience in a supervisory capacity in any field. May substitute required education degree with additional years of equivalent experience on a one to one basis. Successful completion of the LEADing Self Accelerate and/or LEADing Self Discover programs may substitute for one year of required supervisory or management experience. Completion of both programs can be substituted for a maximum of two years of supervisory or management experience.
Preferred: Experience in academic business operations, experience with budgets, inventory, and human resources work - especially faculty and research staff recruitment. Strong executive/administrative background.
Must pass pre-employment skills test as required and administered by Human Resources.
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
Additional Information
Requisition ID: 171079
Employment Status: Full-Time
Employee Status: Regular
Work Week: Days
Minimum Salary: US Dollar (USD) 77,000
Midpoint Salary: US Dollar (USD) 96,000
Maximum Salary : US Dollar (USD) 115,000
FLSA: exempt and not eligible for overtime pay
Fund Type: Hard
Work Location: Hybrid Onsite/Remote
Pivotal Position: No
Referral Bonus Available?: No
Relocation Assistance Available?: No
Science Jobs: No
#LI-Hybrid
The mission of The University of Texas MD Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research, and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees, and the public.
Summary
The ideal candidate for this position will possess the following skills:
Experience in academic business operations
Administrative / Business experience in an academic medical research setting
Experience supporting Faculty appointments and operations, to include research operations
Department Management
• Responsible for managing the daily operations of department. Point of contact for faculty and staff needing information or support from the central administrative office.
• Meets regularly with Department Administrator to assist in planning of department projects, tracks project milestones and measures outcomes. Leads process improvement initiatives.
• Meets regularly with Department Administrator to discuss departmental needs and goals. Understands and follows verbal and written instruction, read and understand printed and written data, organize and disseminate information in a clear manner.
• Attends meetings in the Department Administrator's absence and provides information on behalf of the department.
• Assists the Department Administrator in preparing financial reports, annual reports, and other special projects.
• Under direction of Department Administrator and Chair, provides primary oversight for all department initiatives and projects that are either in response to institutional initiatives or initiated in the department (such as employee survey results team or website development and maintenance).
• Responsible for correct completion and routing of departmental and institutional forms.
• Oversees the maintenance of departmental network shared files to include forms, lists, and procedures as required. Ensures that information is up-to-date and accurate.
• Interfaces with the information systems support group to resolve computer hardware and software problems.
• Composes complex correspondence, often of a confidential nature, and routes appropriately.
• Provides support, guidance, instruction/training to department staff, as needed.
• Develops and updates departmental processes and manuals.
• Attends various institutional meetings to assist in developing new and improved procedures for the department.
• Updates department on institutional announcements and interprets policies
Financial Management
• Authorized signer on department co/center budgets. Reviews and approves finance transactions & requests. In the Department Administrator's absence, approves supply orders.
• Assures supply budget expenditures are within budget.
• Identifies and implements opportunities for cost reduction and expense control, reviews office supply purchase requests, and special project requests.
Human Resource Management
• Provides management of staff, projects, and activities in support of department clinical and research areas.
• Works with Department Administrator to coordinate all faculty and classified personnel issues and actions, policy and procedure issues, and faculty requests regarding administrative support staff. Consults with Department Administrator in reference to more difficult issues.
• Works with financial and human resources departments to resolve funding, job level or information issues.
• Coordinates/screens all initial interviews for vacant positions and makes hiring recommendations to the hiring manager.
• Responsible for the revision and creation of position descriptions for department personnel.
• Maintains electronic performance evaluation forms for classified department personnel based on position descriptions.
• Responsible for coordinating the annual evaluations for all classified employees and faculty members.
• Responsible for the onboarding and the orientation process for faculty, educational appointments and staff.
• Responsible for coordinating and processing all faculty HR-related issues: faculty recruitment, promotions and tenure, annual faculty evaluations, etc.
• Handles all faculty and mid-level provider recruitment to include advertising, credentialing, and billing access.
• Responsible for the recredentialing process for faculty and mid-level providers.
• Oversees the visitor and observer program for the department. Handles all educational appointments to include incoming Preceptorship candidates.
• Interprets institutional and departmental policies for employees. Assures compliance of personnel with institutional and departmental policies and procedures.
• Advises Principal Investigators and team leads on various personnel issues.
• Manages the VISA process for the department.
Personnel Management
• Provides direct supervision for a team of administrative support assistants.
• Interview, select, orient and train new administrative support staff.
• Coordinates administrative support staff workflow by monitoring workloads and redistributing assignments to meet deadlines and provide efficient utilization of administrative support staff. Is proactive in anticipating changes in priority and arranging coverage during personnel shortages and increased demands for support.
• Handle problems/questions in the administrative area in a thorough and timely manner, utilizing diplomacy, and counseling staff when necessary.
• When appropriate, provides documentation of actions taken and counseling/discussions conducted in regard to administrative support staff attendance, behavior, or job performance.
• Evaluates the performance of support staff on an annual basis. Displays the ability to work closely with others, communicate clearly, develop efficient systems to promote a high level of productivity.
• Serves as the department liaison with, Faculty Academic Affairs, Human Resources, Trainee and Alumni Affairs, Visa Office, Financial Planning and Analysis and other departments.
Planning and Development
• Assists in department space planning. Key administrative contact for non-laboratory department relocations.
• Is knowledgeable of department property control issues and able to handle issues that arise if necessary. Knowledgeable about department annual physical inventory in accordance with the guidelines provided by Property Control.
• Coordinates the development and implementation of procedures for the administrative support area of the department.
• Provides recommendations for equipment procurement when new office equipment is being considered.
• Maintains the aesthetics of the department administrative area.
Inventory Control
• Serves as the liaison with the Division of Cancer Medicine.
• Conducts annual inventory.
• Maintains offsite records of equipment.
• Orders IT equipment for department.
• Responsible for new equipment and installation.
• Completes annual IT budget.
Other duties as assigned.
Education
Required: Bachelor's degree in Business Administration, Hospital/Healthcare Administration or related field.
Experience
Required: Four years of experience in a professional/administrative capacity, to include two years experience in a supervisory capacity in any field. May substitute required education degree with additional years of equivalent experience on a one to one basis. Successful completion of the LEADing Self Accelerate and/or LEADing Self Discover programs may substitute for one year of required supervisory or management experience. Completion of both programs can be substituted for a maximum of two years of supervisory or management experience.
Preferred: Experience in academic business operations, experience with budgets, inventory, and human resources work - especially faculty and research staff recruitment. Strong executive/administrative background.
Must pass pre-employment skills test as required and administered by Human Resources.
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
Additional Information
Requisition ID: 171079
Employment Status: Full-Time
Employee Status: Regular
Work Week: Days
Minimum Salary: US Dollar (USD) 77,000
Midpoint Salary: US Dollar (USD) 96,000
Maximum Salary : US Dollar (USD) 115,000
FLSA: exempt and not eligible for overtime pay
Fund Type: Hard
Work Location: Hybrid Onsite/Remote
Pivotal Position: No
Referral Bonus Available?: No
Relocation Assistance Available?: No
Science Jobs: No
#LI-Hybrid