Job Seeker Home
Medicine Dept Administrator
Houston, TX 77030 United States
From caring for patients, to conducting clinical and translational research, our physicians and staff are dedicated to making strides in understanding and conquering these cancers which affect the body's blood and lymph systems. Our motto: caring with integrity and innovation.
One of the largest multidisciplinary programs for lymphoma and myeloma in the U.S., the department includes 22 faculty members, 18 of whom see and treat patients. Our patients benefit from a team approach that includes our colleagues in radiology, surgery, radiation therapy, hematopathology, and stem cell transplantation, as well as clinical pharmacists, research and clinical nurses, social workers, and dietitians.
Through ongoing clinical trials, our patients have access to the best of what is coming out of the world's cancer laboratories, in a holistic approach that matches the appropriate treatment to each individual patient's needs. In addition to testing new drugs and therapies, our clinical trials investigate combinations of standard drugs given in novel ways, and treatments designed to reduce toxicities for patients. Many of the regimens used or drugs first studied in this department are now considered the standard treatments. Currently, we are studying several novel therapies with unique mechanisms of actions, including small molecules, monoclonal antibodies, and immunotoxins.
Our laboratory's translational research program, is dedicated to turning the discoveries of basic science, from fields such as molecular science and genetics, into effective treatments for patients. Among current areas of investigation: the development of tumor vaccines, new antibodies, the interaction of Hodgkin disease cells and normal cells, specific viruses which may cause lymphomas, and reasons why T-cell lymphoma appears resistant to standard drugs, and potential development of new small molecule signal transduction inhibitors to treat lymphoma and myeloma.
Function: The Medicine Department Administrator serves as the primary administrator and chief business officer for an academic department. Manages daily operations of the department by coordinating effectively with other parts of the institution and establishing effective working relationships with organizational peers. Implements institutional policies and procedures in overseeing and directly administering daily activities to include personnel administration, recruitment, promotions, evaluations, academic/educational appointments, and grants management. Responsible for decision-making, planning and forecasting of all financial and budgetary matters. Prepares, justifies and administers budgets for the department and its related programmatic areas. Ensures that human resources are appropriately selected, oriented, utilized, and evaluated. Evaluates the performance of direct reports annually and coordinates the valuation of indirect reports. Develops, administers, and manages the research programs. Manages the administrative responsibilities of grant proposals and contractual agreements. Manages the Department's physical resources including space planning, inventory control, and property maintenance. In association with the Chair and Division Administrator, develops long-term strategic business plans for the department, developing short- and long-range goals, and devising collaborative strategies for resource acquisition and allocation. Designs and develops systems and processes to improve service and product quality for internal and external customers. Interfaces with the information systems support to resolve computer hardware and software problems.
Scope: Incumbent provides administrative assistance in executing all departmental management responsibilities, and reports dually to the Department Chairman and to the Division Administrator for institutional, administrative, financial/budgetary, and academic/research matters.
1. Financial Management (20%)
Prepares, justifies, and administers budgets for the department and its related programmatic areas within institutional guidelines and in accordance with strategic plans. Ensures timely and accurate expense and income tracking for all company centers. Consistently monitors monthly balances and reconciles Status of Company Centers. Demonstrates thorough working knowledge of institutional and state guidelines, which include purchasing, check requests, petty cash and travel. Demonstrates working knowledge of mainframe access programs to monitor company center activity. Completes financial analysis of new or proposed programs through the development of pro forma. Protects assets, including property and records, from losses, errors, or irregularities. Provides required budgetary and financial reports. Coordinates development of departmental capital equipment requests and requisitions as approved.
2. Personnel Management (20%)
Ensures that human resources are appropriately selected, oriented, and utilized. Evaluates the performance of direct reports annually using the institutional Performance Evaluation System. Coordinates and assists with the evaluation of indirect reports. Assists with development of departmental performance standards that focus on measurable, job-specific outcomes. Ensures that each employee in the department has a current position description with performance standards. Provides timely, ongoing and appropriate performance feedback; acts to improve performance when it falls short of goals and standards. Establishes and implements plans to promote the development and continued education and training of human resources by creating and maintaining an environment that encourages and motivates employees and teams to higher levels of performance. Makes decisions affecting human resources in a fair and consistent manner. Recognizes and rewards the accomplishments of department employees. Prepares reports as requested.
3. Division Support (5%)
Ensures that the department responds to divisional requests and completes projects in a thorough and timely fashion. Keeps the Division Administrator apprised of potential and actual situations/issues. Contributes positively to the management team and Division initiatives.
4. Grant and Contract Management (10%)
Coordinates and assists in the preparation of grant proposals and contractual agreements. Examines the budget, staffing, and space needed for grants prior to submission to the Division. Monitors activity to ensure compliance with all pertinent regulations and deadlines. Follows through to ensure the timely processing of materials through the Division office.
5. Physical Resource Management & Planning (5%)
Coordinates physical resource utilization including space planning, inventory control, and property maintenance. Assists with planning and orchestrating physical relocations and renovations. Assumes responsibility for maintaining the aesthetics of the given areas of responsibility.
6. Planning and Development (10%)
In association with the Chair and the Division Administrator, develops long term strategic business plans for the department. Develops, implements, and evaluates plans to achieve long term financial and operational results for the department which reflect divisional goals. Produces required volume reports and serves as a liaison for marketing initiatives. 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 Division Administrator and/or Department Chairman 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.
7. Operations Management (15%)
Coordinates effectively with other parts of the institution to accomplish goals. Establishes effective working relationships with organizational peers. Anticipates potential barriers and opportunities and develops plans to minimize obstacles and take advantage of opportunities. Organizes and directs, areas of responsibility. Develops, implements and evaluates communication strategies employed by the Department to ensure effective informational exchange between the Department, and Division, and larger institution.
8. Quality Assurance (5%)
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/division/institution. Ensures that work practices meet health, fire, safety, and regulatory requirements. Develops and implements policies and procedures that guide and support the provision of services. Develops appropriate productivity monitors of direct reports in relation to classified and/or administrative employees. Uses institutional, departmental, or divisional management and financial reports to make informed decisions.
9. Administration/Records Management (5%)
Implements institutional policies and procedures in overseeing and directly administering daily activities to include staffing, personnel administration, grants management, academic appointments, recruitments and promotions, medical record documentation requirements, and fellowship/resident training programs. Interfaces routinely with representatives in support departments, utilizing resources for information and approval for various transactions and requests. Ensures integrity and confidentiality of records.
10. Information Systems Support (5%)
Interfaces with the information systems support group to resolve computer hardware and software problems. Recommends and oversees the general installation of new software packages, coordinating with vendors' installation dates and prices. Stays up-to-date on new hardware and software that are available and/or requested by a department member. Develops strategies using information systems to manage and improve department effectiveness.
Also may include:
11. Clinical Service Management
Works closely with the Center Administrative Director (s) to develop operational plans for each fiscal year and monitors the progress of these plans. Works closely with the Center Administrative Director (s) to ensure facility fees are charged appropriately, demonstrating understanding of billing processes and reimbursement guidelines. Assures faculty and patient satisfaction with services provided.
12. Educational Program Administration
Provides administrative oversight for the fellowship programs within the department including all marketing, recruitment, and administrative activities. Assists with the arrangements for CME credits as needed.
Must be able to type written communications, enter and retrieve data via a computer keyboard and monitor. Must be able to visually manipulate and analyze data. Must be able to lift 25 pounds, do a considerable amount of walking, lifting, pushing, and reaching. Must be able to communicate verbally and clearly via the telephone and in person with employees, patients, and visitors.
Given: Directly supervises administrative support staff. Indirectly supervises other departmental staff including technical and professional staff.
Received: Department Chairman and Division Administrator.
Job Description-Requirements EDUCATION AND EXPERIENCE:
Required: Bachelor's degree plus seven years of healthcare related experience in a professional/administrative capacity.
Experience in a similar position where delegation of responsibility and accomplishment of tasks through the oversight and management of others was successfully demonstrated is required. Critical thinking skills applied in a highly complex business environment must also be evidenced.
Preferred: Master's degree in business or a healthcare related field plus three to five years of healthcare related experience, three of which must be management experience including grants and contracts administration. Experience with grants and contracts administration and/or two additional years of experience in an academic medical environment are highly preferred.
Education, training, experience:
Do you know someone who would be interested in this job?
Terms & Conditions