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SUMMARY

The Operations Manager oversees departmental operations for the Department of Neuro-Oncology within the Division of Cancer Medicine; Provides professional, customer-focused support for the clinical and scientific activities of the department; Impacts the management, planning, development, budget, and other administrative duties of an academic clinical and research department.

The ideal candidate will have strong supervisory and project management skills, with the ability to manage multiple tasks and understand department budgets and monthly operations. Proficiency in Excel, Word, and PowerPoint is essential, along with the capability to present budgetary and operational reports effectively.

KEY FUNCTIONS

Personnel Leadership - 30%

• Directly supervises the administrative support staff of the department.

• Coordinates administrative support staff workflow by monitoring workloads and redistributing assignments to meet deadlines and provide efficient utilization of administrative support staff. Is proactive in anticipating changes in priority and arranging coverage during personnel shortages and increased demands for support.

• Handle concerns in the administrative area in a thorough and timely manner, utilizing diplomacy, and counseling staff when necessary.

• When appropriate, provides documentation of actions taken and counseling/discussions conducted in relation to administrative support staff attendance, behavior, or job performance.

• Evaluates the performance of support staff on an annual basis.

• Interview, select, orient and train new administrative support staff.

• Coordinates the development and implementation of procedures for the administrative support area of the department.

• Ensures training and development opportunities are offered to the team.

• Provides fair and consistent leadership and communication to engage and motivate the team.

• Facilitates and promotes effective team dynamics to achieve a positive work environment.

• Ensures high quality work offerings from the team, with the best possible delivery of service.

• Leader qualities requested from the team this position oversees: accountability, clear and tactful communication skills, integrity, open minded, accepting, team building skills, professional, kind, compassionate, shows empathy, respectful, fair to all (as possible; while meeting operational needs), no favoritism, mentor/educator, good listening skills, responsible, goal oriented, innovative, great time management, possesses humility and enthusiasm, recognizing, understanding, insightful, supportive, polite/courteous, apologetic, direct, energetic, optimistic

Human Resource Recruitment & Consultation - 30%

• Responsible for the revision and creation of position descriptions for department personnel.

• Initiate and coordinate Human Resource recruitment activities through Electronic Personnel Action Form (ePAFs), , recruitment postings on internal and external niche sites.

• Works closely with HR Recruitment to ensure the correct candidates are sourced for review.

• In partnership with the reports to manager, coordinates/screens applicants, assists with interview scheduling as needed, and completes the salary recommendation/offer process for all vacant positions.

• Handles all faculty recruitment activities to include advertising, the faculty academic appointment process, medical staff credentialing, and applications for insurance plan participation.

• Responsible for the onboarding and the orientation process for faculty, and staff.

• Serve as a resource to departmental managers/supervisors and individual staff to interpret institutional and departmental policies and assuring compliance.

• Responsible for coordinating the annual evaluation process and annual institutional mandatory training for all classified employees and faculty.

• Consults with departmental leadership to resolve difficult concerns of faculty and classified personnel.

• Works with financial and human resources departments to resolve funding, job level or information issues.

• Assist Department Administrator and Chair with coordinating and processing all faculty HR-related issues: promotions and tenure, annual faculty evaluations, resignations/retirements and offboarding processes, etc.

• Responsible for the biannual recredentialing process for faculty and advance practice providers.

• Advises Principal Investigators and team leads on various personnel issues.

Department Operations - 20%

• Approves time and attendance in Kronos and Web Schedule.

• Ensures the institutional on call calendar is accurate and updated timely by the team.

• Oversee general operations, office equipment maintenance, contract services, attendance and timekeeping practices, office supply inventory, coffee/tea/water supply, key requests/inventory, building access, work orders, lab coats & cleaning services and standard processes and procedures.

• Responsible for managing the daily operations of department. Serves as the point of contact for faculty and staff needing information or support from the central administrative office.

• Assist department staff with travel, reimbursement requests and other institutional/department processes.

• Manages department events - all activities during Employee Recognition month, holiday luncheons, departmental holiday party, appreciation receptions, Adopt a Family and annual food drive activities, etc.

• Manages projects and activities in support of institutional and department initiatives as assigned.

• Supports change initiatives, maintaining effectiveness and professionalism in implementing changes in work responsibilities or environment, promotes flexibility and adaptability to work within new structures, processes, requirements, or cultures.

• Assists the Department Administrator in preparing financial reports, annual reports, and other presentations.

• Composes complex correspondence, often of a confidential nature, from basic information and routes appropriately.

• Responsible for correct completion and routing of departmental and institutional forms.

• Oversees the maintenance of departmental drives to include forms, lists, and procedures as required. Ensures that the information on the drives is up-to-date and accurate.

• Develops and updates departmental processes and manuals.

• Attends various institutional meetings to assist in developing new and improved procedures for the department.

• Updates department on institutional announcements.

Facilities/Financial/Inventory Management - 20%

• Assists in department space planning. Serves as the key administrative contact for non-laboratory department relocations.

• Orders IT equipment, port activations, desktop and mobile phones, pagers, and furniture for the department.

• Responsible for new equipment requests and installation logistics.

• Provides recommendations based on research of available equipment when new office equipment is being considered.

• Maintains the aesthetics of the department administrative area.

• In conjunction with the Department Administrator, plans the annual budget and monitors it throughout the year to ensure that expenditures are within authorized budget.

• As authorized signer on department accounts, reviews and approves routine requests. In the Department Administrator's absence, approves other orders.

• Provide direction and support for the purchasing process as needed (general supplies, laboratory supplies and equipment)

• Responsible for PRS revenue budget development.

• Assures E&G and PRS expenditures are within budget.

• Identify and implement opportunities for cost reduction and expense control.

• Knowledgeable about department annual physical inventory in accordance with the guidelines provided by Property Control.

• Oversee the annual inventory process.

The performance for all expected outcomes is measured by observation by supervisor, reports from faculty and staff, the accuracy and timeliness of work produced, and demonstration of the ability to effectively work under stress and anticipate needs, to recognize situations requiring assistance and have the ability to refer or perform any necessary tasks, and to comprehend the goal of the department and take the initiative in making decisions and taking actions to further this goal. This position autonomously exhibits ability to know what needs to be achieved then drives functional responsibilities to accomplish objectives. The ability to deal effectively with a variety of individuals and situations is essential.

EDUCATION

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

EXPERIENCE

Required: Four years of experience in a professional/administrative capacity, to include two years of experience in a supervisory capacity in any field. 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

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

Additional Information

• Requisition ID: 169787

• Employment Status: Full-Time

• Employee Status: Regular

• Work Week: Days

• Minimum Salary: US Dollar (USD) 77,000

• Midpoint Salary: US Dollar (USD) 96,000

• Maximum Salary : US Dollar (USD) 115,000

• 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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