Administrative Manager – GI Medical Oncology

MISSION STATEMENT

The mission of The University of Texas M. D. 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

Manages the overall business activities and/or patient care related activities of the department and supervises the assigned staff. Provides executive administrative support to Department Chair, Department Administrator, and department leadership and assists in recruitment of faculty, administrative staff, and classified employees. Develops and integrates information systems for use at departmental levels. Coordinates special projects, and provides liaison work within the division/department, other divisions/departments and with hospital administration. Monitors maintenance of department’s physical plant. Responsible for annual physical inventory. Performs planning duties related to space.

JOB SPECIFIC COMPETENCIES

Department Operations (45%)

Collaborate on cross-functional projects and initiatives to streamline processes and improve overall efficiency. Responsible for various tasks/reports assigned by department chair and department administrator. Foster positive working relationships with other departments and administrative personnel.

Support the planning and execution of departmental events, conferences, workshops, and seminars. Coordinate logistics, including venue selection, catering arrangements, audiovisual equipment setup, and guest accommodations.

Organize and manage the inpatient rotation schedule. This involves coordinating with various departments and faculty to ensure smooth and efficient rotations.

Oversee the Clinic Time Unavailable RedCap database by continuously enhancing process flows, upgrading new features, adding/modifying forms/alerts/reports, and maintaining updates. Review clinic blocks requests on behalf of the chair. This involves evaluating the requests, considering factors such as availability, slots, and faculty targets, and making recommendations or decisions accordingly.

Coordinate and facilitate multiple aspects of the faculty recruitment and hiring process for new faculty members. Collaborate closely with Department Chair, Department Administrator, Operations Manager, search committee chair, and other stakeholders to ensure a smooth and efficient process. This includes maintaining regular communication with candidates, providing updates on their application status, coordinating interview schedules, scheduling faculty seminars, and arranging travel and accommodations.

Develops and maintains department’s emergency plan, contact directory, and photo directory. Maintain continuous CME credits within a tracking/reporting system.

Oversee Time-off, Webschedule and Kronos process for the department ~ 260 employees. Ensure accurate and timely submission of employee time records. Responsible for maintaining departmental time-off, Kronos, and Webschedule procedure manual and drafting of policies and procedures to ensure compliance with institutional guidelines. Serve as subject matter expert in attendance policies and timekeeping. Responsible for Web schedule assignments. Conduct weekly review for Kronos and Webschedule approvals. Extract reports from Kronos and Webschedule to conduct routine audits. Establish and maintain an efficient time approval workflow, including submission deadlines and approval chains. Monitor and manage the flow of time approvals to prevent bottlenecks. Address and resolve discrepancies or violations in accordance with company policies. Assist employees in understanding timekeeping procedures, policies, and system usage. Address employee inquiries or concerns related to timekeeping. Serve as a point of contact for managers and employees regarding timekeeping inquiries and issues. Supervise timekeeping staff and provide training on timekeeping processes and systems. Develop reports on timekeeping data, including hours worked, overtime, and leave balances. Prepare and submit reports related to timekeeping compliance to department leadership. Collaborate with HR and payroll departments to ensure accurate and timely payroll processing. Identify opportunities to streamline timekeeping processes and enhance system efficiency. Implement improvements to reduce errors and enhance user experience. Interpret and communicate company policies related to timekeeping, including attendance, punctuality, and meal/rest breaks. Conduct training sessions for managers and employees on the use of the timekeeping system and compliance with policies. Maintain accurate and organized records of timekeeping approvals and related documentation.

Oversee and coordinate projects within the department, ensuring they are completed on time and within budget. Identify opportunities for operational efficiency and implement process improvements. Establish and maintain quality standards for departmental products or services.

Implement quality control processes and measures. Meets regularly with Department Administrator and Operations Manager to discuss current status of projects and to maintain a consistent dialog and united focus. Works with administrative team to design and develop new processes to improve operational efficiency.

Maintain open lines of communication within the department and with other departments.

Share information, updates, and progress reports with stakeholders. Utilize and manage software, tools, and technology relevant to the department’s functions. Keep up-to-date with technological advancements that can improve operations. Provide training and professional development opportunities for departmental staff.

Serve as Procard holder, as needed. Collaborate with finance team to reconcile monthly and archive supporting documentation.

Executive Administration (45%)

Provide proactive and efficient executive administrative assistance to the department chair and other leaders, including managing calendars, scheduling appointments, meeting support, coordinating travel arrangements, and handling correspondence.

Arrange appointments and meetings while closely monitoring designees’ calendar. Utilize various calendaring options, including Doodle and scheduling assistant tools, to effectively manage the designees schedule. Meet regularly with designees to discuss the calendar of events, schedule conflicts, prioritize sensitive matters, and plan logistics for scheduling meetings and events. Demonstrate advance skill in Microsoft Outlook, Zoom, Skype, Microsoft Teams, SharePoint, and other tools. Prepare meeting agendas, collate supporting documents, and distribute them to attendees in a timely manner. Take meeting minutes and circulate them to participants. Follow up on action items and deadlines, ensuring they are addressed and completed promptly.

Coordinate various travel activities, including registration, air and ground transportation, and lodging. Knowledgeable of travel and expense reimbursement guidelines. Prepare itineraries for travel and handle reimbursement requests, ensuring proper payments are received in timely manner. Identify and meet deadlines for travel-related papers, abstracts, photos, biographical information, and other necessary documentation.

Maintain and organize electronic and physical files, ensuring easy access and retrieval of information. Create and update documents, presentations, and spreadsheets as required. Draft, proofread, and edit emails, letters, memos, and other correspondence on behalf of the executive team. Ensure accuracy, grammar, and formatting consistency. Monitor and prioritize incoming emails, highlighting urgent matters and forwarding relevant information to the appropriate parties.

Maintain confidentiality, perform standard clerical duties, and use independent judgment to analyze and solve problems. Demonstrate strong communication skills, both written and verbal. Ability to organize and disseminate information effectively, and communicate clearly in person and over the phone. Exceptional phone etiquette is required for triaging calls for the chair and other designees. Stay updated with administrative best practices, tools, and trends. Attend relevant workshops, seminars, or training sessions to enhance skills and knowledge.

Provide support to other department staff for coverage.

Collaborate closely with the finance team to track and provide supporting documentation for various financial transactions in a timely manner. Tracking faculty Physician Referral Service (PRS) and discretionary accounts expenditures and free balances on a monthly basis.

Efficiently manage and coordinate expense and travel reimbursements for executive team. Ensure timely and accurate processing of expense reports, travel preauthorization, and travel-related reimbursements, while adhering to the organization’s policies and guidelines. Collaborate with employees, managers, and finance personnel to provide exceptional service and support in all aspects of expense and travel reimbursement. Resolve any issues or discrepancies related to travel reimbursements.

Proficient in utilizing financial systems and resources. Assist faculty in making informed decisions regarding the best use of financial resources. Ensure adherence to funding guidelines, institutional financial policies, and departmental internal controls procedures.

Responsible for generating, revising, and updating Curriculum Vitae, biosketch, and other reference materials for faculty members in relevant databases. Responsible for revisions to professional documents, bibliographic libraries, and grant-related documentation. Handle formal and informal correspondence, create and format presentations, and maintain confidential office files.

Serve as a point of contact for internal and external stakeholders, providing excellent customer service and resolving inquiries or issues promptly and professionally. Possess strong verbal, listening, and written communication skills. Understand and follow both verbal and written directions, as well as organize and convey information in a clear and comprehensible manner.

Human Resource (10%)

Manage direct report(s), their assignments, workflows, and all related concerns.

Assures professional development of direct reports.

Set performance goals and provide feedback and coaching.

Develop and execute recruitment strategies to attract qualified candidates.

Conduct job interviews, screen applicants, and make hiring decisions.

Facilitate new employee orientation and ensure a smooth onboarding process.

Explain company policies, benefits, and procedures to new hires. Coordinate and provide training programs to enhance employee skills and knowledge. Establish performance appraisal systems and processes. Conduct performance reviews, set performance goals, and provide feedback to employees. Act as a point of contact for employee concerns and grievances.

Promote a positive work environment and resolve conflicts when they arise. Stay informed about industry compensation trends and regulations. Ensure accurate and timely processing of employee payroll. Review and approve employee leave requests. Communicate HR policies and procedures to employees. Enforce HR policies consistently throughout the department.

Identify high-potential employees and develop strategies for their career growth within the organization. Create succession plans for key positions to ensure continuity and preparedness for leadership changes. Promote diversity and inclusion within the department. Develop initiatives to create an inclusive and equitable workplace. Implement programs to boost employee morale, motivation, and job satisfaction. Conduct employee surveys and feedback sessions to gauge engagement levels. Implement and manage workplace health and safety programs. Ensure compliance with safety regulations and respond to safety incidents.

Manage the process of employee separations, including conducting exit interviews and ensuring legal compliance. Maintain accurate and confidential personnel records for all employees. Provide resources and support for employees facing personal or work-related challenges. Develop and administer programs to recognize and reward employees for outstanding performance and achievements. Recognizes and rewards the accomplishments of department employees.

Other duties as assigned

Education Required – Bachelor’s degree Business or Healthcare Administration.

Preferred Education:Master’s Level Degree in Business Administration or Healthcare Administration or related field.

Experience Required – Five years business experience, to include two years of health care environment or related field and two years of supervisory or managerial experience. May substitute required education degree with additional years of equivalent experience on a one to one basis. Successful completion of the LEADing Self Accelerate program may substitute for one year of required supervisory or management experience. Must pass pre-employment skills test as required and administered by Human Resources.

Experience highly preferred – experience providing administrative support for faculty and intermediate to advanced Microsoft excel experience.

NOTE – The initial training period will require greater onsite presence. This will eventually transition to hybrid once training requirements are met.

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