Office Manager - Infectious Diseases

MD Anderson Cancer Center•Houston, TX

20h•Hybrid

About The Position

Infectious Diseases is looking for an Office Manager!!! Infectious Diseases (ID) is a specialized medical discipline focused on the prevention, diagnosis and treatment of complex infections through expert clinical consultation, antimicrobial stewardship, infection prevention, research and education. At MD Anderson, our ID clinical service includes more than 40 physicians and advanced practice providers with internationally recognized expertise. We are particularly distinguished for our care of patients with malignancies, recipients of hematopoietic cell transplants and cellular therapies. The ID department is distinct from Infection Control, which focuses on hospital-wide surveillance, regulatory compliance and prevention of infectious spread, while our team concentrates on the direct clinical management and advancement of care for complex infectious diseases in our unique patient population. This position is scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m. The ideal candidate must be able to work onsite at least four days per week for the first 1–3 months to support training and departmental acclimation. After this initial period, the role will transition to a hybrid work schedule. The ideal Office Manager candidate is an experienced, detail-oriented administrative professional with strong expertise in human resources operations, including recruitment, onboarding, personnel actions, timekeeping and compliance within a complex academic or healthcare environment. They demonstrate the ability to effectively partner with leadership and institutional stakeholders to manage faculty, staff and trainee HR processes, credentialing, immigration coordination and regulatory documentation with accuracy and discretion. This individual brings proven organizational and business operations skills, overseeing departmental projects, supply chain activities, compliance training and the development of streamlined processes and manuals. Additionally, the ideal candidate is a confident people leader who excels at supervising, training and supporting administrative staff while fostering a collaborative, high-performing team.

Requirements

Bachelor's Degree Business Administration, Hospital/Healthcare Administration or related field.
4 years 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 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.

Responsibilities

HUMAN RESOURCES OPERATIONS (25%) Responsible for human resources activities, including but not limited to: Work with the Department Administrator, hiring managers, and Human Resources to obtain position approvals, post positions, and source applications for departmental classified and educational appointments. Manage onboarding-related activities, including oversight of maintaining the departmental organizational chart, creating ePAF requests, and updating the departmental position-tracking spreadsheet. Collaborate with leadership to coordinate classified personnel issues and actions, as well as policy and procedure matters. Maintain all faculty, classified staff, and HM trainee HR files in compliance with JCAHO, CMMS, institutional, divisional, and departmental regulations. Manage weekly Kronos reporting and Wed Schedule time-off requests, including generating timekeeping reports, entering and maintaining work schedules in Kronos, and providing direct oversight of timekeeping inquiries.
DEPARTMENT ADMINISTRATIVE / BUSINESS OPERATIONS (30%) Act as the primary liaison between the department and HR, DoIM Shared Services, Visa and Immigration Services Administration, Medical Staff Office, and Faculty Academic Affairs regarding essential and time-sensitive information and documentation. Provide direct oversight of faculty and mid-level provider credentialing and re-credentialing processes, as well as assigned provider billing initiatives. Oversee all Infectious Diseases supply chain management, including ensuring supplies, ordering, and stocking are compliant with departmental standards. Monitor required institutional compliance training, including but not limited to Employment Education Event (EEE), Employment Law and Practices Training (ELPT), Mandatory Influenza Prevention Participation Program, Cultural Competence Training, and others. Oversee departmental projects and activities supporting both clinical and research initiatives. Provide support and guidance to departmental staff, as needed. Develop, update, and maintain departmental processes and procedure manuals. Attend institutional meetings to assist in the development and implementation of new and improved departmental procedures.
PERSONNEL MANAGEMENT (30%) Provide direct supervision of departmental administrative support staff. With oversight from the Administrative Director, manage the interviewing, selection, orientation, and training of new administrative support staff. Manage administrative staff workflows by monitoring workloads and redistributing assignments to meet deadlines and ensure efficient utilization of staff; proactively anticipate shifts in priorities and coordinate coverage during staffing shortages or increased demand. Address and resolve day-to-day operational issues that impede workflow by working collaboratively with individuals and teams to remove barriers. When appropriate, document actions taken and counseling or discussions related to administrative support staff attendance, conduct, or job performance. Conduct annual performance evaluations for administrative support staff. Coordinate incentive and reward programs for departmental classified staff and faculty as approved by the division and institution. Process confidential paperwork related to employee salaries, promotions, transfers, and other personnel actions. Develop and implement procedures for the administrative support function.
PLANNING / DEVELOPMENT (10%) Oversee submission and processing of equipment requests for new positions and coordinate with DoIM, Information Services, and HM departmental property controllers for computer refreshes as needed. Manage institutional annual asset management inventory through HM departmental property controllers in accordance with established guidelines. Maintain the overall aesthetics and organization of the department’s administrative areas. Manage ProCard purchases for HM, if assigned, in accordance with institutional policies and procedures, including reconciliation of monthly statements.
OTHER DUTIES AS ASSIGNED (5%)