Office Manager - Houston, United States - MD Anderson Cancer Center

MD Anderson Cancer Center

Verified Company

Houston, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

The mission of The University of Texas M. D.

Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.

The primary purpose of this position is to serve as department supervisor for facilities and other department activities including supervision of administrative assistants supporting faculty and professional staff.

JOB SPECIFIC COMPETENCIES People Management**- Manages departmental administrative support team

Responsible for training and development of assigned support staff and ensure goal setting is completed and aligned to departmental strategies.
Communicate with faculty and managers regarding quality of administrative support received and address concerns related to performance management.
Coordinates institutional initiatives and educational compliance activities for the department.
Responsible for recruitment of administrative staff supporting divisional and departmental faculty and professional staff.
Ensures resources for administrative coverage is adequate and consistent across all areas
Responsible for conducting annual performance appraisals for administrative support personnel.

Financial Management

Assists in preparing, justifying and administering the operating budget for the administrative support team.
Holds signature authority on assigned accounts and provides reconciliation support for faculty and classified staff accounts, and maintains budget and tracks expenses.
Participates in the preauditing and recording of all department accounting systems and identifies and resolves problems through working knowledge of institutional and state guidelines including purchasing, check requests, and travel.
Approve department purchase requests through the SharePoint request system.
Serve as delegate approver for Concur.

Administrative Management

Collaborates with departmental leadership on transformation of workspace allocation for administrative staff and coordinates space planning and property control.
Manages office supplies inventory and places orders as needed.
Interfaces with the information systems support group to resolve computer hardware, software and security issues.
Compose complex correspondence, often of a confidential nature, from basic information and routeappropriately.
Compose and type correspondence, meeting announcements, agendas, meeting minutes, reports, presentations, manuscripts, reviews, itineraries, etc., for Department Chairman and others as designated on a temporary basis.
Correctly complete and route departmental and institutional forms.
Provide support to other department staff, as required, and provide backup coverage for other support staff in the event of illness or vacation.
Manages departmental telephone directory and assist with development and coordination of Web-Site, i.e. Internet and Intranet.
Responds to departmental office issues within 24 hours.

Program/Project Coordination

Leads coordination efforts of departmental retreats and special events.
Coordinates arrangements for department visitors as needed. Responsibilities include making airline and ground transportation and hotel arrangements, coordinating titles, and presentations for workshops, seminars and/or Grand Rounds, arranging meetings, creating the visit itinerary, and processing reimbursements for visit related expenses.
Coordinates and attends Medical Physics Seminars and other special meetings as requested.
Coordinates all related functions such as announcements and correspondence, scheduling, creating the agenda, catering, arranging speakers, arranging for audio/visual and teleconferencing needs as well as taking, transcribing, and distributing minutes.
Provide daily progress reports of assigned projects.

Other duties as assigned

Education

Required:
Bachelor's degree in Business Administration, Hospital/Healthcare Administration or related field.

Experience

Required:
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.

Must pass pre-employment skills test as required and administered by Human Resources.
Additional Information

Requisition ID: 167849
Employment Status: Full-Time
Employee Status: Regular
Work Week: Days
Minimum Salary: US Dollar (USD) 57,500
Midpoint Salary: US Dollar (USD) 72,000
Maximum Salary : US Dollar (USD) 86,500
FLSA: exempt and not eligible for overtime pay
Fund Type: Hard
Work Location: Hybrid Onsite/Remote
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