Job description
SUMMARY
The primary purpose of the Office Manager position is to direct the daily operations of the department of Gynecologic Oncology and Reproductive Medicine and supervise and/or coordinate the activities of administrative staff in this Section. Serves as the human resource expert for the department. Manages the onboarding process, operational matters, information systems support, payroll processing, resource management and all other related functions.
Department Administration and Operations Manages the operations/administrative activities of the department. This includes the following functions: operational matters, information systems support, payroll processing, resource management and all other related functions. Serve as the fire warden for the department.
Serves as departmental liaison with Human Resources and other departments throughout the Institution. Ensures departmental cooperation with institutional initiatives for compliance such as Team Anderson, Employee Education Event, annual TB skin testing program and Flu shot campaign, ELPT, HIPAA, and other Institutional Compliance programs.
Evaluates, assess and interpret institutional policies for department. Develops and implements departmental policies and standard operating procedures. Disseminates departmental procedure FAQs to department staff.
Departmental Events - develops recognition and retention programs for the department. Oversees Employee Appreciation Month Events. This will include any purchasing or vendor set ups for all department wide events such as Holiday parties, employee appreciaton month, department gifts, etc.
Provides ongoing training to faculty, staff, trainees and managers in the areas of travel guidelines and procedures, document processing, telecomutting, various types of leave (FML. EXT, PTO, DDD, etc.) and general department operations.
Assists in the strategic planning by the Department leadership.
Human Resources and Personnel Management /Supervision Conducts exit interviews and all other employee meetings required in conjunction with elimination of positions, involuntary terminations and position realignments. Works with leadership to coordinate all classified personnel issues and actions, policy and procedure issues.
Responsible for coordinating and monitoring deadlines for completion and submission of the annual computerized/online performance evaluations and related trainings for all classified members. Coordinates institutional training initiatives, schedules/conducts departmental training. Monitors compliance and tracks documentation of mandatory institutional training. Identifies training needs for support staff and researches/develops training curriculum.
Oversees all issues involving the Medical Staff Office - to include credentialing, re-credentialing,FPPEs, addition of privileges, collaborative practice agreements, supervisor/delegation relationship on the Texas Medical Board website and licensing/certification compliance for all departmental employees including physicians, mid-level providers, and research personnel. Ensures that copies of the appropriate licenses are maintained and available as a departmental resource.
Maintains knowledge base and acts as a liaison with Human Resources with regard to institutional policies and procedures. Creates and updates relevant departmental policies. Maintains appropriate HR files for employees according to Joint Commission standards. Works with managers to maintain updated position descriptions in PD warehouse.
Supervises the Administrative Support Staff to achieve desired goals, monitor ongoing activities and workflow, coordinate new projects/activities and troubleshoot potential problems. Motivates the team to provide excellent customer service to faculty. Makes recommendations for changes in support staff. Ensures that back-up coverage is in place. Provides guidance to support staff regarding personnel/operational matters, technical/resource issues and training needs and creates appropriate policies and procedures. Ensures faculty information system profiles, CVs, biosketches and other documents are maintained. Monitors PRS and Extramural balances for all faculty.
Coordinate and manage monthly administrative staff meetings
Employee Orientation and Onboarding Manages the department's classified employee onboarding and orientation program to include creation/update of materials, coordination of orientation activities/training involving other staff (including office set up and appropriate access), and overseeing/conducting initial one-on-one orientation sessions.
Oversees and/or conducts orientations for new departmental employees by following the departmental orientation protocol. Creates and revises departmental orientation handbooks. Furnishes employees with appropriate orientation manual including written documentation regarding departmental and institutional procedures. Sends out emails to announce new employees and ensures employee photo rosters are kept up to date.
Oversees and/or conducts tours of the department and institution by walking to designated or key areas of importance/interest to employee(s).
Provides directories, maps and meeting schedules and researches/schedules required institutional training.
Responsible for departmental communications which include: keeping website updated, phone list, and organizational charts. Liasion for department and clinic staffing changes and updates.
Maintains documentation in employee personnel files
Organization of department network drives.
Kronos Timekeeping Manages department timekeeping system and leave calendar reconciliation. Ensures all processes and practices comply with institutional requirements.
Ensures corrections are completed promptly and accurately.
Provides training to staff when needed.
Prepares ad hoc reports as requested.
Reconciles time off requests, OR block notifications, extramural sheets and Kronos.
Manages the FML process for the department.
Other duties as assigned
Required Education:
Bachelor's degree in Business Administration, Hospital/Healthcare Administration or related field.
Required Experience:
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.
Preferred Experience/Skills:
Strong administrative background with experience to faculty support, supervisory experience, experience working in a fast paced environment with attention to detail, an analytical thinker with problem solving skills, and leadership skills.
Work Schedule:
Hybrid Onsite/Remote - 2-3 days on campus/week. Onboarding will require up to 4 days on campus for approx. 4-6 weeks.
Other Requirements:
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
#LI-Hybrid
The primary purpose of the Office Manager position is to direct the daily operations of the department of Gynecologic Oncology and Reproductive Medicine and supervise and/or coordinate the activities of administrative staff in this Section. Serves as the human resource expert for the department. Manages the onboarding process, operational matters, information systems support, payroll processing, resource management and all other related functions.
Department Administration and Operations Manages the operations/administrative activities of the department. This includes the following functions: operational matters, information systems support, payroll processing, resource management and all other related functions. Serve as the fire warden for the department.
Serves as departmental liaison with Human Resources and other departments throughout the Institution. Ensures departmental cooperation with institutional initiatives for compliance such as Team Anderson, Employee Education Event, annual TB skin testing program and Flu shot campaign, ELPT, HIPAA, and other Institutional Compliance programs.
Evaluates, assess and interpret institutional policies for department. Develops and implements departmental policies and standard operating procedures. Disseminates departmental procedure FAQs to department staff.
Departmental Events - develops recognition and retention programs for the department. Oversees Employee Appreciation Month Events. This will include any purchasing or vendor set ups for all department wide events such as Holiday parties, employee appreciaton month, department gifts, etc.
Provides ongoing training to faculty, staff, trainees and managers in the areas of travel guidelines and procedures, document processing, telecomutting, various types of leave (FML. EXT, PTO, DDD, etc.) and general department operations.
Assists in the strategic planning by the Department leadership.
Human Resources and Personnel Management /Supervision Conducts exit interviews and all other employee meetings required in conjunction with elimination of positions, involuntary terminations and position realignments. Works with leadership to coordinate all classified personnel issues and actions, policy and procedure issues.
Responsible for coordinating and monitoring deadlines for completion and submission of the annual computerized/online performance evaluations and related trainings for all classified members. Coordinates institutional training initiatives, schedules/conducts departmental training. Monitors compliance and tracks documentation of mandatory institutional training. Identifies training needs for support staff and researches/develops training curriculum.
Oversees all issues involving the Medical Staff Office - to include credentialing, re-credentialing,FPPEs, addition of privileges, collaborative practice agreements, supervisor/delegation relationship on the Texas Medical Board website and licensing/certification compliance for all departmental employees including physicians, mid-level providers, and research personnel. Ensures that copies of the appropriate licenses are maintained and available as a departmental resource.
Maintains knowledge base and acts as a liaison with Human Resources with regard to institutional policies and procedures. Creates and updates relevant departmental policies. Maintains appropriate HR files for employees according to Joint Commission standards. Works with managers to maintain updated position descriptions in PD warehouse.
Supervises the Administrative Support Staff to achieve desired goals, monitor ongoing activities and workflow, coordinate new projects/activities and troubleshoot potential problems. Motivates the team to provide excellent customer service to faculty. Makes recommendations for changes in support staff. Ensures that back-up coverage is in place. Provides guidance to support staff regarding personnel/operational matters, technical/resource issues and training needs and creates appropriate policies and procedures. Ensures faculty information system profiles, CVs, biosketches and other documents are maintained. Monitors PRS and Extramural balances for all faculty.
Coordinate and manage monthly administrative staff meetings
Employee Orientation and Onboarding Manages the department's classified employee onboarding and orientation program to include creation/update of materials, coordination of orientation activities/training involving other staff (including office set up and appropriate access), and overseeing/conducting initial one-on-one orientation sessions.
Oversees and/or conducts orientations for new departmental employees by following the departmental orientation protocol. Creates and revises departmental orientation handbooks. Furnishes employees with appropriate orientation manual including written documentation regarding departmental and institutional procedures. Sends out emails to announce new employees and ensures employee photo rosters are kept up to date.
Oversees and/or conducts tours of the department and institution by walking to designated or key areas of importance/interest to employee(s).
Provides directories, maps and meeting schedules and researches/schedules required institutional training.
Responsible for departmental communications which include: keeping website updated, phone list, and organizational charts. Liasion for department and clinic staffing changes and updates.
Maintains documentation in employee personnel files
Organization of department network drives.
Kronos Timekeeping Manages department timekeeping system and leave calendar reconciliation. Ensures all processes and practices comply with institutional requirements.
Ensures corrections are completed promptly and accurately.
Provides training to staff when needed.
Prepares ad hoc reports as requested.
Reconciles time off requests, OR block notifications, extramural sheets and Kronos.
Manages the FML process for the department.
Other duties as assigned
Required Education:
Bachelor's degree in Business Administration, Hospital/Healthcare Administration or related field.
Required Experience:
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.
Preferred Experience/Skills:
Strong administrative background with experience to faculty support, supervisory experience, experience working in a fast paced environment with attention to detail, an analytical thinker with problem solving skills, and leadership skills.
Work Schedule:
Hybrid Onsite/Remote - 2-3 days on campus/week. Onboarding will require up to 4 days on campus for approx. 4-6 weeks.
Other Requirements:
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: 158300
- Employment Status: Full-Time
- Employee Status: Regular
- Work Week: Days
- Minimum Salary: US Dollar (USD) 55,000
- Midpoint Salary: US Dollar (USD) 68,500
- Maximum Salary : US Dollar (USD) 82,000
- 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
#LI-Hybrid
colinoncars.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, colinoncars.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, colinoncars.com is the ideal place to find your next job.