MD Anderson Cancer Center Medicine Department Administrator - General Oncology in Houston, Texas

The Medicine Department Administrator serves as the administrator and chief business officer for one or more academic departments. Administers all business related activities including financial management, personnel management, clinical operations management, research laboratory operations, clinical research management, clinical practice analysis, and other activities. Manages those issues affecting the department directly with executive level administrators and faculty leaders.

The vision of the General Oncology department is to make distinct and groundbreaking contributions to patient care, research, and education through robust programs that are focused on a broad mix of cancer patients in a variety of settings.

The salary range is: min-$85,000, mid-$127,350 and max-$169,700.

KEY FUNCTIONS

  1. Strategic Planning and Development for Medical Oncology across all MD Anderson Locations

In collaboration with the Department Chair, division and HAL leadership, coordinates the development of both long and short-term strategic business plans for the department. Implements and evaluates plans to achieve financial and operational results for the department which reflect departmental, divisional and institutional goals and objectives across medical oncology in all Houston Area Locations (Katy, Woodlands, Sugarland, League City, UTMB Galveston Island, LBJ and the International Center. Systematically monitors and prioritizes goals to achieve the department's mission and vision. Produces reports for individuals, the department, the division, or the institution to support decision making and analyze outcomes. Meets routinely with department members to keep them apprised of the department and/or their individual progress.

Interface and coordinate with the Chair, and leadership from the DoCM, the Cancer Network and Sister Institutions on strategic development of the International Center and Medical Oncology.

  1. Personnel Management

Directs all facets of human resource management within the department including the recruitment, selection, credentialing and performance evaluation of classified staff. Coordinates the recruitment, appointment, credentialing, promotion and tenure actions and evaluation of faculty. Requests incremental positions using approved processes with well developed, thoughtful, data driven justifications. Coordinate faculty hiring, onboarding, and subsequent integration into HAL clinic, both with primary General Oncology and joint faculty appointments. Works with Chair and HAL leadership to coordinate service line and develop triggers for sub specialization within HALs. Work with Chair to standardize medical oncology practices across the HALs, interfacing with Chairs, DAs, CMDs, CADs from multiple departments and clinic sites.

Establishes performance and productivity standards for classified staff. Ensures the appropriate and efficient utilization of all personnel, providing timely and ongoing performance feedback in order to maintain required standards and achieve stated goals. Establishes and implements plans to promote the professional development of employees through the conduct of continuing education training and promotes an environment that encourages and motivates employees and teams to higher levels of performance. Coaches and counsels employees and, when required, implements the disciplinary process within institutional guidelines. In consultation with the Department Chairman, and, when policy dictates, with the Division Administrator, has final approval of all personnel actions including hiring, merit increases, terminations, promotions and reclassifications. Makes decisions affecting human resources in a fair and consistent manner. Recognizes and rewards the accomplishments of department employees. Enforces all applicable institutional policies and procedures within the department. Coordinates incentive and reward programs for departmental classified staff and faculty as approved by the division and institution.

  1. Operations Management

Develops, implements, and manages processes and systems to ensure effective and efficient operations. Creates, maintains, and enforces departmental policies and procedures while ensuring that internal processes meet or exceed institutional guidelines as well as those of external regulatory agencies. Coordinates and communicates effectively with peers and others in the institution to accomplish goals and ensure maximum coordination of efforts. Appropriately requests needed resources in an appropriate and timely manner to prevent unnecessary delays/downtime. Anticipates potential operational issues and develops plans to minimize obstacles and take advantage of opportunities. Utilizes numerous communication strategies to ensure effective information exchange between the department, the division and the institution. Works to resolve issues at the lowest level possible. Demonstrates respect and cooperation in all interactions with department, division and institutional colleagues.

  1. Financial Management

Interface and coordinate with the division, HAL/RCC/Harris Health leadership regarding budgeting, billing, and financial reporting across all Houston locations. Prepares, justifies, administers and monitors budgets for the department and its related programmatic areas with recognition of institutional guidelines and in accordance with strategic plans. Ensures timely and accurate expense and income tracking for all E & G, PRS, grant and philanthropic company centers. Consistently monitors monthly balances and reconciles all accounts. Provides required budgetary and financial reports. Demonstrates a thorough working knowledge of institutional and state guidelines including those which address purchasing, check requests, petty cash, travel, etc. Demonstrates a working knowledge of mainframe access programs which monitor company center activity. Completes financial analyses of new, existing or proposed programs.

  1. Clinical Service Management

In clinical departments, works with the HALs, LBJ and UTMB to 1) develop and monitor the progress of center specific operational plans and 2) work with faculty to ensure that fees are captured and charged appropriately. Demonstrates a thorough understanding of employed billing processes and reimbursement guidelines. Prepares accurate annual patient activity projections as a component of fiscal year budget planning. Participates in initiatives to enhance patient care volumes, to monitor center operations and to enhance faculty participation in center specific activities. Travels to locations (Woodlands, Katy, Sugar Land, League City, Galveston, and LBJ) as needed for meetings. Coordinate faculty meetings across all locations

  1. Clinical Practice Analysis

Ensures the timely credentialing of departmental providers in Medicare, Medicaid, other governmental, and private insurance and managed care plans. Works with faculty providers and the departments of PBS (coding and education) and Institutional Compliance to ensure proper documentation and coding and to minimize improper coding practices. Ensures timely and appropriate education of faculty regarding the framework and components of evaluation/management (E/M) and procedure coding. Works with HAL leadership to monitor the department professional fee revenue cycle to ensure the timely submission of claims, to reduce denials, and to maintain or improve collection rates. Assists Department Chairman in the establishment and reporting of reward and productivity goals, including work RVUs for individual faculty.

  1. Clinical Research Management

Interface with DoCM departments to build medical oncology research enterprise in the Houston Area Locations and in the International Center. Work with institutional teams to create clinical research infrastructure to support these efforts. Provides management of the financial and regulatory components of clinical research. Allocates salary to accurately reflect effort on all projects. Ensures faculty and staff receive ongoing training and education concerning human subject protections. Works closely with clinical research staff to report protocol deviations and adverse events in a timely manner and to monitor for trends. Upholds standards of ethical practices in research at all times. Maintains productive communication with HAL and centralized service areas to establish ongoing collaborations which are mutually beneficial to the advancement of the research mission. Stays informed of trends in research which may impact clinical practice and downstream activity. Communicates this information proactively to affected parties.

  1. Training Program Administration

Where applicable, ensures the effective administrative management of the department's fellowship programs including marketing, recruitment, and related administrative activities. Ensures that core curriculum, literature review, and Journal Club activities are maintained according to departmental or programmatic requirements. Ensures appropriate arrangements for CME credits. May direct and manage an NIH training grant. Oversees the administration of observers and visitors to the department.

  1. Quality Assurance and Monitoring

Directs, designs, and implements systems and processes to ensure the efficiency and effectiveness of service and product quality for internal and external customers. Develops and monitors internal controls that serve to maintain the integrity of the department and institution. Ensures that work practices meet health, fire, safety and external regulatory requirements. Develops and monitors appropriate productivity indicators for classified staff and/or faculty. Develops quality improvement goals and ensures that a program of continuous quality improvement is in place. Coordinates department's participation in cross institutional quality initiatives such as Create Solutions, Team Anderson, EEE, etc.

  1. Information Systems Support and Integration

Develops strategies to use information systems (IS) to manage and improve the department's effectiveness and efficiency. To meet departmental, divisional, or institutional needs for data management and reporting, creates, implements, and/or coordinates the development and maintenance of novel information systems or databases. Ensures integrity of data maintained in institutional and departmental databases and coordinates with appropriate departments to correct errors or inconsistencies. Supervises departmental personnel in positions supporting internal IS needs. Interacts with the division's information systems support group to resolve computer hardware and software problems. Ensures staff compliance with institutional policies related to IS procurement, technology, and information security standards. Coordinates education of departmental staff regarding new technology.

  1. Administration/Records Management

Implements institutional policies and procedures in overseeing and directly administering daily activities. Monitors completion of Conflict of Interest Certificates, Plan Confirmation Certificates, and Physician Time Allocation Surveys. Interacts routinely with representatives in support departments, utilizing these resources for information and approval of various transactions and requests. Ensures integrity and confidentiality of records. Ensures department staff's compliance with HIPAA and other privacy regulations.

  1. Physical Resource Management and Planning

Manages the department's physical resources including space, equipment and other property in the Texas Medical Center. Plans physical resource needs and manages physical relocations and renovations. Executes plans with minimal disruption to daily operations. Ensures accuracy of annual inventory process. Appropriately requests and justifies requests for incremental space utilizing required forms and processes. Conducts annual space survey. May manage staff and/or operations in numerous physical locations.

EDUCATION

Required: Bachelor's degree in business, Hospital/Healthcare Administration or related field.

Preferred: Master's degree in business, Hospital/Healthcare Administration or related field.

EXPERIENCE

Required: Seven years of progressive and responsible health care or business management experience.

Preferred: Three to five years of healthcare related experience, three of which must be management experience. Experience with grants and contracts administration and/or two additional years of experience in an academic medical environment are highly preferred.