Office Manager Epidemiology

Houston, Texas
November 03 2021
Health Sciences
Organization Type
The primary purpose of the Office Manager position is to: Plans, organizes, and monitors operations activities of the department. Provides administrative and management functions for a research/academic department. Manages human resources activities, recruitment, space planning and property control activities associated with research and/or laboratory areas. Coordinates personnel issues and actions, policy/procedure issues and departmental requests. Identifies and implements opportunities for cost reduction and expense control.

Personnel and Human Resource Management Manages administrative support staff, their assignments, workflows, and all related concerns. Manages the recruitment, hiring and orientation process for classified staff, contractors, and trainees. Assists DA as directed with coordinating the recruitment, onboarding, appointment, promotion, tenure actions for faculty. Works with the Department Administrator regarding promotions/demotions/terminations, merits, etc. Develop onboarding materials and onboard new recruitment. Process all paperwork and follow appropriate policies and procedures required for the hiring and/or terminating of personnel, educational appointments, visiting scientists, contractors, and faculty. Assures and maintains personnel records and compliance activities (like evaluations, annual testing and certification, etc.). Assists in the revision and creation of position descriptions for all positions. Maintains updated positions descriptions in the warehouse and department's org chart. Assists DA as requested with the coordination and management of issues and actions, policy and procedure issues, and faculty requests. Works with financial and human resources divisions to resolve funding source or job level issues. Responsible for training of MDACC employee evaluation system. Ensures all evaluations are completed on time annually. Processes visa applications for all classified staff, trainees, and faculty. Assures professional development of administrative support staff and others performing some similar tasks. Addresses questions and concerns, consulting with department leadership, when appropriate. Displays 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. Recognizes and rewards the accomplishments of department employees. Assist as directed with departmental/divisional/institutional incentive and reward programs.

Procedures and Policies Management Provides coordination of projects, and activities in support of the department's clinical and research areas. Responsible for maintaining departmental procedure manual and drafting of policies and procedures to ensure compliance with institutional guidelines. Responsible for ensuring departmental compliance with institutional policies, procedures, initiatives and guidelines. Responsible for managing departmental operations, procedures and documentation processing to include but not limited to department's educational appointment program, new hire orientation program, emergency plan, and performance evaluation compliance as the department contact. Requires skills to develop, evaluate and facilitate program operations, procedures, and document processing. Oversees and approves the department's Kronos activity to ensure institutional compliance. Develops and maintains department's emergency plan, contact directory, and photo directory. Meets regularly with Department Administrator to discuss current status of projects and to maintain a consistent dialog and united focus. Works with administrative management team to design and develop new processes to improve operational efficiency. Convenes and attends meetings to disseminate information.

Physical Resource Management and Planning Physical Resource Management and Planning. Assures integrity and safety of physical infrastructure (work and storage areas) and availability of resources (physical and material). Maintains department and lab floor plans and office assignments in FM Space and internal drawings. Facilitates maintenance and repairs. Completes annual inventory, business continuity plans, safety plans and other documents or reports, as needed. Interfaces with the IT/IS support to resolve information problems affecting end users. Coordinates the department's annual physical inventory in accordance with the guidelines provided by Property Control. Manages routine issues involving physical inventory and infrastructure including, but not limited to FAR requests, making office assignments, managing assets and related records, department filing records, acquiring institutional resources (telecommunications, parking, IS/IT) and overseeing annual physical inventory. Coordinates space planning and orchestrates physical relocations and renovations including laboratory spaces. Manages department website(s) and collaborates with staff/faculty to get updated content.

Financial Management Oversees administrative staff's efforts to collaborate with department financial and grant staff for reconciliation of all financial accounts and grant administration. Manage department/lab leasing contracts and reoccurring purchase orders supported by department funds. Processes requisitions for department and lab purchases. Processes ePAFs to address personnel and financial actions. As required, assists with development and monitoring of budgets. Assists Department Administrator with capital equipment planning. Keeps the Department Administrator aware of spending patterns and trends. Identifies opportunities for cost reduction and expense control.

Other duties as assigned

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

Required: Four years of experience in a professional/administrative capacity to include two years of supervisory or managerial 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 program may substitute for one year of required supervisory or management experience.

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.

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