Job Information
MD Anderson Cancer Center Administrative Manager - GI Medical Oncology in Houston, Texas
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
The primary purpose of the Administrative Manager position is to manage administrative functions for the GI and Colorectal Service Line, GI Medical Oncology department, and to provide comprehensive administrative support to Department Chair and Department Administrator. Coordinates special projects, and provides liaison work within the division/department, other divisions/departments and with hospital administration. Develops and integrates information systems for use at departmental levels. Resolves day to day problems that may impede operational flow by analyzing problems, exercising professional judgment and making timely decisions and recommendations for improvement.
JOB SPECIFIC COMPETENCIES
Executive Administrative Support (45%)
Provide proactive and efficient administrative assistance to the executive team of faculty leaders and department 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 understand and follow directions, 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.
Coordinates faculty appraisals for the Chair such as arranging faulty meetings, confirming completion of faculty self-evaluations, and confirming completion of final assessment.
Assists with preparation of presentations as needed by the Chair and Department Administrator.
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 monthly.
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.
Department and GI and Colorectal Service Line Support (45%)
Collaborate on cross-functional projects and service-line initiatives to streamline processes and improve overall efficiency. Foster positive working relationships with other departments and administrative personnel.
Responsible for various tasks/reports assigned by department chair and department administrator.
Organize and manage the inpatient rotation schedule. This involves coordinating with various departments and faculty to ensure smooth and efficient rotations.
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.
Oversee the Clinic Time Unavailable RedCap database by continuously enhancing process flows, upgrading new features, adding/modifying forms/alerts/reports, and maintaining updates.
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.
Support the planning and execution of faculty departmental events, conferences, workshops, and seminars. Coordinate logistics, including venue selection, catering arrangements, audiovisual equipment setup, and guest accommodations.
Serves as Department Kronos timecard approver for 260 employees. Ensure accurate and timely submission of employee time records. Extracts monthly reconciliation reports to maintain an efficient time approval workflow, including submission deadlines and approval chains.
Serves as Kronos delegate for Chair, Department Administrator, and Deputy Chair.
Assists Operations Manager with overseeing trainee programs and provides support to Program Coordinator on educational appointments.
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.
Schedules conducts administrative panel interviews, screen applicants, and make hiring decisions alongside Operations Manager and Department Administrator.
Act as a point of contact for employee concerns and grievances.
Review and approve employee leave requests.
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.
Experience Required - Four years related experience in a professional/administrative capacity, to include two years of supervisory 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 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.
Other - 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: 172155
Employment Status: Full-Time
Employee Status: Regular
Work Week: Days
Minimum Salary: US Dollar (USD) 57,500
Midpoint Salary: US Dollar (USD) 72,000
Maximum Salary : US Dollar (USD) 86,500
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