Address
Form of workThe Hematopoietic Biology and Malignancy Department (HBM) aims to implement broad based efforts aimed at better understanding the underlying biology of hematological malignancies with the ultimate goal of developing new therapies to treat these maladies. Hematologic malignancies are cancers that affect the blood, bone marrow, and lymph nodes. This classification of cancers includes leukemia, lymphoma and myeloma. In order to address the challenges of these deadly diseases, this newly established basic research science department brings together scientists, physician-scientists, researchers and trainees with the vision, talent and expertise needed to pursue the goal of curing these diseases.
The Medicine Department Administrator for HBM serves as the primary administrator and chief business officer for an academic department; Manages daily operations of the department by coordinating effectively with other parts of the institution and establishing effective working relationships with organizational peers; Implements institutional policies and procedures in overseeing and directly administering daily activities to include personnel administration, recruitment, promotions, evaluations, academic/educational appointments, and grants management; Responsible for decision making , planning, and forecasting of all financial and budgetary matters; Prepares, justifies and administers budgets for the department and its related programmatic areas; Ensures that human resources are appropriately selected, oriented, utilized and evaluated; Evaluates the performance of direct reports annually and coordinates the evaluation of indirect reports; Develops, administers, and manages research programs and institutional and CCSG core services; Directs the administrative responsibilities of grant proposals and contractual agreements; Manages the department's physical resources including space planning, inventory, control, and property maintenance; In association with the Chair and Division Leadership, develops long term strategic business plans for the department, developing short and long range goals and devising collaborative strategies for resource acquisition and allocation; Designs and develops systems and processes to improve service and product quality for internal and external customers; Interfaces with the information systems support group to resolve computer hardware and software problems.
KEY FUNCTIONS
Financial Management
Prepares and administers budgets for the department and its related programmatic areas within institutional guidelines and in accordance with strategic plans; Ensures timely and accurate expense and income tracking for all company centers; Consistently monitors monthly balances and reconciliation of chart field strings; Demonstrates thorough working knowledge of institutional and state guidelines which include purchasing, check requests, and travel; Demonstrates working knowledge of institutional systems to monitor financial activity; Completes financial analyses of new or proposed programs through the development of proforma; Protects assets, including property and records, from losses , errors, or irregularities; Provides required budgetary and financial reports; Coordinates development of departmental capital equipment requests and requisitions as approved
Personnel Management
Ensures that human resources are appropriately selected, oriented, and utilized; Evaluates the performance of direct reports annually using the institutional performance evaluation system; Coordinates and assists with the evaluation of indirect reports; Assists with the development of departmental performance standards that focus on measurable, job-specific outcomes; Ensures that each employee in the department has a current position description with performance standards; Provides timely, ongoing and appropriate performance feedback; Acts to improve performance when it falls short of goals and standards; Establishes and implements plans to promote the development and continued education and training of human resources by creating and maintaining an environment that encourages and motivates employees and teams to higher levels of performance; Makes decisions affecting human resources in a fair and consistent manner; Recognizes and rewards the accomplishments of departmental employees; Prepares reports as requested.
Grant and Contract Management
Coordinates and assists with the preparation of grant proposals and contractual agreements; Examines the budget, staffing, and space needed for grants prior to submission to the Division; Monitors activity to ensure compliance with all pertinent regulations and deadlines. Follows through to ensure the timely processing of materials through the Division office.
Physical Resource Management and Planning
Coordinates physical resource utilization including space planning, inventory control, and property maintenance; Assists with planning and orchestrating physical relocations and renovations; Assumes responsibility for maintaining the aesthetics of the given areas of responsibility.
Planning and Development
In association with the Chair and Division Leadership, develops long term strategic business plans for the department; Develops, implements, and evaluates plans to achieve long term financial and operational results for the department which reflect divisional goals; Produces required volume reports and serves as a liaison for marketing initiatives; Executes multiple tasks in a well-planned, systematic manner which includes: (a) keeping accurate records of deadlines and status of progress toward same; (b) routinely apprising Executive Director and/or Department Chairman of project status in anticipation of deadlines; (c) involving all parties who should have input into projects; and (d) producing accurate work within time frames required.
Operations Management
Coordinates effectively with other parts of the institution to accomplish goals; Establishes effective working relationships with organizational peers; Anticipates potential barriers and opportunities and develops plans to minimize obstacles and take advantage of opportunities; Organizes and directs, areas of responsibility; Develops, implements, and evaluates communication strategies employed by the department to ensure effective informational exchange between the department, division, and larger institution.
Quality Assurance
Demonstrates commitment to improving service and product quality for internal and external customers; Designs systems and processes which enhance efficiency and effectiveness; Assures that effective internal controls are developed and maintained to ensure integrity of the department/division/institution; Ensures that work practices meet health, fire, safety, and regulatory requirements; Develops and implements policies and procedures that guide and support the provision of services; Develops appropriate productivity monitors of direct reports in relation to classified and/or administrative employees; Uses institutional, departmental, or divisional management and financial reports to make informed decisions.
Administrative/Records Management
Implements institutional policies and procedures in overseeing and directly administering daily activities to include staffing, personnel administration, grants management, academic appointments, recruitments and promotions, medical record documentation requirements, and fellowship/resident training programs; Interfaces routinely with representatives in support departments, utilizing resources for information and approval for various transactions and requests; Ensures integrity and confidentiality of records.
Informational Systems Support
Interfaces with the information systems support group to resolve computer hardware and software problems; Recommends and oversees the general installation of new software packages, coordinating with vendors' installation dates and prices; Stays up-to-date on new hardware and software that are available and/or requested by a department members; Develops strategies using information systems to manage and improve department effectiveness.
Divisional Support
Ensures that the department responds to divisional requests and completes projects in a thorough and timely fashion; Keeps Division Leadership apprised of potential and actual situations/issues; Contributes positively to the management team and divisional initiatives.
Core Service Management
Directs and manages core operations including financial reporting, annual core budgeting, rate setting, capital equipment purchases, negotiate maintenance agreements, iLabs updates, and reporting for institutional and CCSG cores.
Other duties as assigned.
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. Successful completion of the LEADing Self Accelerate program may substitute for one year of required supervisory or management experience.
Preferred: Background in academic and research operations is preferred. Familiarity with faculty recruitment, navigating policies and procedures, management of a core laboratory, and financial management to include grants and contracts. Ability to partner with institutional leadership and facilitate external collaborations, which will require exceptional communication skills. Also, experience coordinating human resources activities (hiring, onboarding, promotions, etc.) and people management is a must.
OTHER
Required: 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
