The primary purpose of the Department Administrator position is to serve as the administrator and chief operating/financial manager for the Department of Melanoma Medical Oncology and Melanoma Medical Oncology-Research, and Melanoma Moon Shot, and the oversight and overall management aspects of the day-to-day operations. Prepares and administers the annual budget. Manages daily operations of the department with direct supervision of the administrative and grants and finance team (6) and oversight of 140 full-time employees by coordinating effectively with other parts of the institution and establishing effective and respectful working relationships with senior management, division leadership, faculty, organizational peers and direct reports. Implements institutional policies and procedures in overseeing and directly administering daily activities related to faculty and classified staff, including personnel administration, recruitment, credentials, promotions, evaluations, academic/educational appointments, and grant management. Responsible for decision-making, planning, and forecasting all financial and budgetary matters. Prepares, justifies, and administers budgets for the department and its related programmatic areas. Assists in the development of and administering of the department's research programs. Manages the administrative responsibilities associated with grant proposals and contractual agreements. Manages the department's physical resources, including space, physical assets, and property maintenance. In association with the Department Chairs and Division Administrator, develops long-term strategic business plans for the department by developing short- and long-range goals and devising effective and proactive strategies for acquiring and allocating resources.

KEY FUNCTIONS

1. Operations Management

Oversee departmental operations. Develops, implements, and manages processes and systems. Creates, maintains, and administers departmental policies and procedures. In collaboration with the Department Chairs, coordinate the development of both long-term and short-term strategic business plans for the department. Monitors and prioritizes goals to achieve the department's mission and vision. Coordinates effectively with other parts of the division and institution to accomplish goals. Establishes effective and respectful working relationships with divisional and organizational leaders, faculty, and peers. Anticipates potential barriers and opportunities and develops proactive plans to minimize obstacles and take advantage of opportunities. Develops, implements, and evaluates communication strategies employed by the department to ensure effective information exchange between the department, division, and institution.

2. Financial/Sponsored Project Management

Manages financial operations to include decision-making, planning and forecasting of all financial and budgetary matters. Responsible for the development and accuracy of the annual budget and justification of expenditures. Assist in developing short- and long-range projections and financial plans, maintaining appropriate analyses, and recommending applicable adjustments. Financial responsibility of a budget that includes E&G/PRS, philanthropic funds, CPRIT, DoD, NIH - R01, P01, as well as a SPORE grant, and numerous foundation grants, and a clinical trial portfolio of 36 active trials, 11 closed with patients still on treatment, 18 survival follow-up and three new studies in process and 21 new concepts. Assumes responsibility for the thorough and accurate preparation, justification, and administration of the budgets for the department and center within institutional guidelines and in accordance with strategic plans. Prepares, justifies, administers, and monitors budgets for the department. Manages approval of all activities on departmental company centers. Demonstrates thorough working knowledge of institutional and state guidelines which address purchasing, check requests, and travel. Develops and maintains procedures for the departmental reconciliation process in compliance with the requirements set forth by the Controller's Office. Ensures timely and accurate expense and income tracking for all company centers. Consistently monitors monthly balances and routinely reconciles status of company centers. Demonstrates working knowledge of mainframe access programs such as Resource One to monitor company center activity. Provides required budgetary and financial reports in a timely manner.

As the result of thorough prospective planning, ensures that budgets for grants and E&G company centers reconcile and balance on an annual basis. Manages the administrative responsibilities of grants, contracts, and other sponsored agreements. Oversees the preparation of grant proposals and contractual agreements. Ensures that the budget, staffing, and space needed for successful grant execution is appropriate prior to submission. Monitors activity to ensure compliance with all pertinent internal and external regulations and deadlines. Ensures timely and appropriate awards and expenditures. Coordinates post award administration of departmental grants and contracts with special consideration to P01's, and SPORE. Maintains ongoing knowledge of federal guidelines regarding grants and contracts and interacts collaboratively and cooperatively with institutional offices concerning these issues.

3. Personnel Management

Oversees human resources activities. Directs all facets of human resource activity within the department. Directs all facets of human resources management within the department, including the recruitment, selection, and performance evaluation of classified staff and faculty. In addition, coordinates the recruitment, appointment, promotion, and tenure actions, VISA applications, and evaluations of educational appointees and faculty. Ensures that human resources are appropriately selected, oriented, disciplined and utilized to ensure optimal levels of productivity. Oversees, plans, and coordinates administrative support staff workflow by monitoring workloads and redistributing assignments to meet deadlines and provide efficient utilization of administrative support staff. Recommends changes in roles and organization in response to changing priorities or growth. 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 performance standards that focus on measurable, job-specific outcomes. Ensures that each employee has a current and appropriate position description with performance expectations. Provides timely, ongoing, and appropriate performance feedback and acts to improve employee performance when it falls short of goals and standards. Provides direction regarding personnel issues. Coaches and counsels' employees and, when required, implements the disciplinary process within institutional guidelines. Handles faculty salaries and merits. Completes direct report's evaluations. Completes the classified employee and faculty merit and incentive processes.

4. Physical Resource Management & Planning

Coordinates physical resource utilization including space and equipment. Provide space and resource planning oversight for the department of and Melanoma Medical Oncology to identify and prioritize resource needs, including space allocation and renovations. Administrative and laboratory space equals 30,333 sq. ft., physical asset inventory and property maintenance. Manages the capital equipment warranties and service agreements. Plans and orchestrates physical relocations and renovations with faculty and administrative colleagues. Protects assets, including property and records, from losses, errors, or irregularities. Coordinates development of capital equipment requests and requisitions as approved. Assumes responsibility for maintaining the aesthetics of areas of responsibility.

5. Planning and Development

In association with the Chair, Division Administrator, and related faculty, develops and maintains a long-term strategic business plan for the department. Develops, implements, and evaluates plans to achieve short term objectives and long-term goals which reflect the division's goals. Produces required reports. 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 Department Chair and Division Administrator 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.

6. Quality Assurance/Process Improvement

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. Ensures that work practices meet health, fire, safety, and regulatory requirements. Develops and implements policies and procedures and standard operating procedures that guide and support the provision of excellent services. Develops appropriate productivity monitors of direct reports and assists to improve productivity when necessary. Uses institutional, divisional or department management and financial reports to make informed decisions.

7. Information Systems Support

Interfaces with the DoCM information systems support group to resolve computer hardware and software problems. Recommends and oversees the installation of new software packages and hardware refresh projects. Develops strategies using information systems to manage and improve departmental effectiveness and efficiency.

8. Educational Program Administration

Provides administrative oversight for observer, visitor, and trainee programs within the department. Coordinates departmental seminar series, special retreats, and programs in partnership with involved faculty.

9. Divisional and Institutional Support

Support the Division of Cancer Medicine office by providing requested information and documentation, developing short- and long-range goals, and devising collaborative strategies for resource acquisition and allocation. Lead and participate in divisional and institutional projects, ensuring that goals, objectives, and commitments are met.

10. Performs other reasonable and appropriate duties and responsibilities as assigned.

EDUCATION

Required: Bachelor's degree.

Preferred: Master's degree.

EXPERIENCE

Required: Seven years of progressive and responsible healthcare / research or business management experience to include three years in a management role. With Master's degree, five years of progressive and responsible healthcare, research or business management experience to include three years in a management role. 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.

Preferred: Demonstrated experience in clinical, research and financial business operations, coupled with a strong ability to closely partner with the department chair to create and implement strategic business strategies that meet or exceed departmental goals. This role requires a high regard for faculty, necessitating a stellar performer who can foster a collaborative and supportive environment. Must possess a high level of emotional intelligence to navigate complex interpersonal dynamics and provide effective leadership. Exceptional communication skills are essential for driving initiatives forward. Experience coordinating human resources activities (recruitment, hiring, onboarding, promotions, ePAFs, etc.), as well as 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

Additional Information

• Requisition ID: 169277

• Employment Status: Full-Time

• Employee Status: Regular

• Work Week: Days

• Minimum Salary: US Dollar (USD) 127,400

• Midpoint Salary: US Dollar (USD) 175,200

• Maximum Salary : US Dollar (USD) 223,000

• FLSA: exempt and not eligible for overtime pay

• Fund Type: Hard

• Work Location: Hybrid Onsite/Remote

• Pivotal Position: Yes

• Referral Bonus Available?: No

• Relocation Assistance Available?: Yes

• Science Jobs: No

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