Department Administrator GI Radiation Oncology

UT MD Anderson Cancer Center • Houston, TX

16h • Onsite

About The Position

The Department Administrator for the clinical departments within the Division of Radiation of Oncology directs and oversees various departmental administrative activities and infrastructure. This role is responsible for the faculty, provider, and staff life cycles and for the development and execution of departmental initiatives in conjunction with the Department Chair(s) and division leadership. The individual will serve as the administrative lead representative to counterparts in other departments and offices, both internal and external to the division. The Department Administrator will display leadership and decision-making skills to build and sustain quality administrative infrastructure support for faculty, mid-level providers, and teams. This role serves in an advisory capacity to the Department Chair(s), Division Administrator, and faculty leaders regarding administration and financial activities. Strong planning, systems, financial, business, leadership, and interpersonal skills are essential. The successful candidate must navigate a matrix organizational structure and leverage inter-office relationships to grow and sustain their areas of oversight. High emotional intelligence and a collaborative leadership style are crucial, with proven effectiveness in managing relationships across faculty, staff, and leadership teams. Experience navigating differing perspectives, managing conflict constructively, and building trust among stakeholders is essential. Strong team-building capabilities and the ability to develop clear reports and communicate effectively with faculty and staff are critical. Experience in clinical operations, budget planning, faculty recruitment, supporting growth across multiple sites, and strategic space planning is ideal. Experience within academic medicine or healthcare, particularly in a clinical environment, is strongly preferred.

Requirements

• Bachelor’s degree.
• 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.
• Must pass pre-employment skills test as required and administered by Human Resources.
• The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.

Nice To Haves

• Master’s degree.
• Experience in clinical operations, budget planning, faculty recruitment, supporting growth across multiple sites, and strategic space planning.
• Experience within academic medicine or healthcare, particularly in a clinical environment, is strongly preferred.
• Managing relationships across faculty, staff, and leadership teams.
• Strong team building capabilities and the ability to develop clear reports and communicate effectively with faculty and staff are critical for success in this role.
• Radiation oncology experience is a plus.

Responsibilities

• Provides input and support to the Department Chair(s) for faculty recruitment by developing resource packages to include business justification, compensation and source(s) of support, space allocation, and personnel support.
• Provides guidance to faculty members regarding issues related to space, financial resources, and human resource (HR)-related issues and assists them in addressing and alleviating bottlenecks.
• Directs the teams to support the faculty life cycle including recruitment, onboarding, and offboarding.
• Oversees the support for the faculty recruitment process, in coordination with Department Chair(s), recruitment Committee Chair(s), institutional offices, and division leadership, and ensures there is adequate and quality administrative support throughout recruitment.
• Ensures faculty and advanced practice providers (APPs) are updated on credentialing and licensure status and processes.
• Coordinates with division leadership and relevant institutional offices to manage timely and effective offboarding of faculty and APPs.
• Oversees any offboarding activities.
• Oversees and directs the preparation of appointment and promotion packages for submission to appropriate committees, in conjunction with department/recruitment committee/division leadership.
• Assists, as needed and appropriate, in problem-solving for patient care related issues in conjunction with faculty and APPs.
• Serves as a resource to faculty and teams for knowledge of current institutional and other policies and procedures; Ensures compliance and awareness of updates and follow-through.
• Ensures appropriate and effective communications with faculty, staff, and division leadership, and help to support change management and wellness initiatives.
• Supports the Chair(s) in program building and sustainability initiatives.
• Works closely with the departmental patient safety officers, faculty, and division leadership on safety initiatives including but not limited to radiation safety monitoring, personal protected equipment (e.g., masks, lab or clinic coats, etc.), special accommodations for work environment, etc.
• Functions as HR lead for the departments under purview; Collaborates with HR and departmental supervisors regarding recruitment, hiring, promotion, retention, etc. of administrative support staff and classified employees; Ensures personnel salaries are within the budgetary guidelines and division expectations.
• Initiates and oversees HR activities and processes (e.g. Taleo entries, ePAFs, interviews, etc.) for the department(s).
• Ensures the clinical sections and departments maintain compliance with institutional HR policies and procedures (e.g. mandatory trainings, annual TB screenings, licensures, goals setting and completion, offboarding, etc.).
• Establishes with the Department Chair(s) and division leadership the appropriate staffing models and standards of performance to meet both departmental needs and institutional core values.
• Develops, in conjunction with departmental coordinators, procedures and workflows that affect HR/personnel activities, ensuring they are consistent with institutional and governmental policies and assuring that all employees are informed and properly trained.
• Working closely with the Chair(s) and division leadership, oversees the development and implementation of appropriate, effective, and efficient staffing models; Ensures supervisors within purview are effectively managing quality staff performance and timely evaluations.
• Identifies opportunities for improvement, develops plans to execute, and oversees the reporting and analyses of key performance metrics for department initiatives, workflows, and staffing models.
• Oversees the efficient, effective, and timely onboarding, training, and offboarding of staff or classified employees, contingent workers, and visitors.
• Oversees appropriate development, implementation, and follow-through of performance improvement measures, as needed.
• Oversees the maintenance of existing facilities (i.e., offices, shared areas, signage, locks, phones, and other utilities); Provides proactive and clear communications to the department to ensure activities do not adversely impact patient care and other activities.
• Participates in facilities construction, renovations, and spaced planning activities involving the department(s).
• Maintains the department(s) facilities in compliance with institutional safety and infection control policies; Directs communications with Patient Care Facilities regarding required work orders, in close coordination with clinical operations teams, as appropriate; Helps to ensure all aspects of production and installation meet institutional quality and performance standards.
• Serves as an administrative co-chair on the division’s space committee; Coordinates and participates in space programming/space planning to include functional programming, design, development, and technical specifications for all Radiation Oncology facilities.
• Responsible for administrative and fiscal management of departmental facility accounts including budget preparation, procurement, inventory and asset management, routine review and control of facilities maintenance, and working with external vendors on operational and contractual matters, as required.
• Serves as Property Officer for department codes under purview.
• Oversees and supports department requests for capital equipment and other high-value items.
• Oversees the procurement process and personnel, in coordination with other departmental and division leadership.
• Oversees the setup and monitoring of startup or other financial packages, endowments, philanthropy funds, and others, in close coordination with division leadership and appropriate stakeholders.
• Updates division leadership, Department Chair(s), faculty, and APPs on finances (e.g., PRS funds, Chair funds, other fund groups) and activities in a timely and reasonable cadence.
• Administers budgets for Chair funds within institutional guidelines and in accordance with division and departmental goals.
• Collaborates with division offices to help ensure appropriate budgeting and financial planning.
• Collaborates with division offices and leadership on accurate and timely effort reporting.
• Oversees and ensures the department finance group is effective and fiscally accountable.
• Sets and models good practices and stewardship of department, division, and institutional resources.
• Other duties as required.

Benefits

• Employer-paid medical coverage starting day one for employees working 30+ hours/week
• Optional group dental, vision, life, AD&D, and disability insurance.
• Accruals for PTO and Extended Illness Bank
• Paid holidays
• Wellness, childcare, and other leave options.
• Tuition Assistance Program after six months of service
• Access to extensive wellness, fitness, and employee resource groups.
• Defined-benefit pension through the Teachers Retirement System
• Voluntary retirement plans
• Employer-paid life and reduced salary protection programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager