Associate Department Administrator - Radiation Oncology Department

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
Responsible for developing and preparing analysis and information to support the informational needs of the division, including, but not limited to, clinical, planning, research, and education areas. The Associate Department Administrator provides office management guidelines, facility maintenance/support requests, division communications, training and other activities essential to the successful administrative operations for all sections and departments within the Division of Radiation Oncology. The Associate Department Administrator will also support the Division of Radiation Oncology Quality of Safety Program through safety policy review and development risk assessment, incident investigations, report writing, data review for performance metrics and presentations to management in order to communicate risk and solutions.
Key Functions
Human Resource Coordination

• Collaborate with Department Administrator for the department's faculty lifecycle actions to include recruitment, appointment, promotion and tenure, performance evaluations, credentialing, visas and separation.
• Perform initial screening interviews for departmental administrative positions and make hiring recommendations to the Department Administrator.
• Maintain all departmental personnel files in accordance with institutional and JCAHO guidelines.
• Work with Finance, Human Resources, Faculty Academic Affairs and Visa department to resolve funding, job level, or information issues.
• Interpret institutional and departmental policies for employees.
• Assist in the revision and creation of position descriptions for department personnel.
• As appropriate, provide the Department Administrator with recommendations regarding promotions/demotions/terminations, merits, etc., for administrative and laboratory personnel.
• Manage departmental performance management process for department personnel ensuring milestones are set, met and evaluated in a timely manner.

Operations

• Work with the Department Administrator to create a robust safety culture and enhance the Division's quality and safety program.
• Manage and evaluate departmental initiatives and programs to ensure optimal productivity, and performance; perform SWOT analysis and make recommendations to Department Administrator for quality improvement.
• Correctly complete and route departmental and institutional forms.
• Attend meetings in the Department Administrator's absence and provide information on behalf of the department.
• Display exceptional proficiency at the keyboard, utilizing numerous software packages for word processing, graphics, spreadsheets, database management, reference searches, etc.
• Assimilate pertinent information in order to compose written correspondence (must have a strong command of the English language, including spelling, writing, and verbalizing) and be able to communicate well verbally and in writing.

Personnel Management

• Provide direct supervision to the Program Coordinators by monitoring and redistributing assignments; be proactive in anticipating changes in priorities and coverage. Recruit, orient and the Program Coordinators; evaluate staff in accordance with institutional policy. Handle problems and questions in the staff area in a thorough and timely manner, utilizing diplomacy, and counsel staff when necessary. When appropriate, provide documentation of actions taken and counseling/discussions conducted in regard to staff attendance, conduct, or job performance.
• Display the ability to work closely with others, communicate clearly, develop efficient systems to promote a high level of productivity, and be able to function pleasantly and effectively and to influence others to do likewise under occasionally highly stressful conditions.
• Directs all facets of human resource management within the department including recruitment, selection, and credentialing and performance evaluation of classified staff. As needs are identified, requests incremental positions using approved processes with well developed, thoughtful, data driven justifications. Establishes performance and productivity standards for classified staff. Coaches and counsels' employees and, when required, implements the disciplinary process within institutional guidelines. In consultation with the Department Administrator, executes all personnel actions including hiring, merit increases, terminations, promotions, and reclassifications. Manage staff and/or operations in numerous physical locations.

Data Management and Reporting

• Provides assistance by delivering information to support various projects. Integrates clinical, financial, cost, demographic, billing and other data from various sources when conducting analysis and preparing reports
• Consults and assists physicians, researchers, executives and other professionals by delivering data that involve conducting analysis and developing reports utilizing clinical, financial, billing, demographic, physician and/or statistical information.
• Ensures that all deliverables are accurate, complete and contain definitions, sources of data and department identification.
• Participates in data quality programs that address work processes that affect the quality of data entered and stored by various institutional and departmental systems.
• Maintain a current level of knowledge regarding database and data management issues through reading and/or attending meetings and conferences.

Database Development& Maintenance

• Assesses emerging technologies and integrates them as appropriate
• Understands and uses appropriately the data contained within the Enterprise Information Warehouse, Epic OneConnect (Epic Universes/Caboodle), Statit, and other institutional systems
• Develops database structures, user-interfaces, and reports that support the Division of Radiation Oncology
• Responsible for the development and management of research databases that incorporates data from various institutional systems

• Establishes a close interaction with the faculty for architecture and data dictionaries
• Develops improved methods and procedures for data capture and collection
• Defines work-flows for the timely capture and abstraction of clinical research data
• Assist principal investigator/clinical study coordinator in collection and evaluation of data.
• Creates appropriate filing systems and provides record maintenance.
• Maintains research data in compliance with sponsor, federal, and institutional rules and regulations
• Provides end user support regarding data sources, as well as guidance in the appropriate use of query and database building, institutionally support business intelligence and reporting applications.

Analysis

• Develops dynamic reports for data retrieval for statistical analysis and reporting by consulting with statisticians and analysts regarding data structures, joins, and conditional logic constraints in database
• Proficiency in generating visual analytics, dashboards, and ad hoc reports with programs such as Power BI, Tableau, MiniTab
• Utilizes computer statistical/data management software as applicable
• Conducts descriptive and exploratory statistical analyses and reports
• Design charts, graph, etc. representing research data.
• Collaborates on presentations and publications arising from data analysis of patient outcomes

Some travel may be required.
Education
Required: Bachelor's degree in Business, Hospital/Health Care Administration, or related field.
Experience
Required: Four years health care related experience in a professional/administrative capacity, to include two years of experience in a supervisory capacity. 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.
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: 165938
• Employment Status: Full-Time
• Employee Status: Regular
• Work Week: Days
• Minimum Salary: US Dollar (USD) 91,000
• Midpoint Salary: US Dollar (USD) 113,500
• Maximum Salary : US Dollar (USD) 136,000
• 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

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