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Admin/Clerical Support
💼
Gen Onc Department 600312
📅
146690 Requisition #
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SUMMARY

 

To coordinate administrative, financial, and operational activity for the Department of General Oncology including special projects. Will carry out complex administrative duties requiring a thorough knowledge of a wide range of regulations, policies and procedures. 

JOB SPECIFIC COMPETENCIES
Program/Project Coordination  

•    Coordinates human resources activities to include preparing and processing confidential paperwork pertaining to faculty evaluations, recruitment, salary, promotions, transfers, disciplinary actions, etc.
•           Maintains employee files in compliance with Joint Commission.
•           Facilitates requests for promotion and counseling with department representatives in effecting re-appointments, separations and terminations.  
•           Conduct new employee orientation to the Department.  
•           Acts as a liaison between the Department and the Departments of Human Resources, Faculty and Academic Affairs and Trainee and Alumni Affairs, and other departments. 
•           Coordinates the credentialing or recredentialing process according to institutional and regulatory standards. 
•           Serves as primary source for verification by outside agencies. 
•           Assists in the organization and maintenance of all practitioners credential files. 
•           Coordinates and performs data entry functions required in practitioner database. 
•           Participates in the preparation for Joint Commission and other regulatory reviews.
•           Oversees all routine general office functions, including, but not limited to, timekeeping and payroll, space issues, work orders, office equipment contracts/maintenance, key requests/inventory, building access, etc. 
•           Coordinates all Departmental service requests and oversees telecommunications matters within the Department.  
•           Manages telecommunication equipment, pagers and telephone/fax lines, etc.
•           Coordinates all space planning and property control. 
•           Conduct the annual inventory process for the department and maintain accurate inventory records to include Asset Transfers.
•           Leads coordination of department retreats and special events.
•           Oversees special projects that are assigned by the Department Administrator.

Administrative Support 

•           Compose complex correspondence, often of a confidential nature, from basic information and route appropriately.
•           Coordinates and manages the extensive travel of the faculty and faculty recruits by arranging all fights, hotel accommodations, itineraries, ground transportation, etc.
•           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.
•           Assist Department Chairman/Administrator in the preparation of grants, department budget, financial reports, annual reports and other special projects.
•           Correctly complete and route departmental and institutional forms.
•           Attend meetings as required and provide information on behalf of the department.
•           Compile data and prepare monthly reports for forwarding to division office.
•           Complete routine institutional forms as needed.
•           Assist in developing and maintaining document forms.
•           Provide daily progress reports of assigned projects.
•           Provide support to other department staff, as required, and provide coverage for other support staff in the event of illness or vacation.
•           Display exceptional efficiency at the keyboard, utilizing numerous software packages for word processing, graphics, spreadsheets, database management, reference searches, etc.
•           Assimilate pertinent information in order to compose written correspondence and be able to communicate well verbally and in writing.
•           Be able to understand and follow verbal and written directions, read and understand printed and written data, organize and disseminate information in a clearly understood manner, and be clearly understood by verbal communication in face to face encounters and by telephone.
•           Perform other duties as assigned.

Financial Support  

• Ensures timely and accurate expense and income tracking for all company centers by consistent monitoring of monthly balances and reconciliation of Status of Company Center reports. 
•           Audits documents processed during the daily course of business in the Department for accuracy and conformance with established procedures and regulations.
•           Participates in the pre-auditing 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.

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. Bachelor’s degree may be substituted for one year of  MDACC experience in professional/administrative capacity.

Preferred: Professional, administrative experience at MDACC in an academic department.

Working Conditions

This position requires:

 

 

 

Working in Office Environment

______ No

__X__ Yes

 

Working in Patient Care Unit (e.g. Nursing unit; outpatient clinic)

_X    __ No

______ Yes

 

Exposure to human/animal blood, body fluids, or tissues

_X    __  No

______ Yes

 

Exposure to harmful chemicals

_X    __  No

______ Yes

 

Exposure to radiation

_X    __ No

______ Yes

 

Exposure to animals

_X    __  No

______ Yes

 

Physical Demands

Indicate the time required to do each of the following physical demands:

 

Time Spent

Never

0%

Occasionally

1-33%

Frequently

34-66%

Continuously

67-100%

Standing

 

X

 

 

Walking

 

X

 

 

Sitting

 

 

 

X

Reaching

 

X

 

 

Lifting/Carrying

 

Up to 10 lbs

 

X

 

 

 

10lbs to 50 lbs

 

X

 

 

 

More than 50 lbs

X

 

 

 

Pushing/Pulling

 

Up to 10 lbs

 

X

 

 

 

10lbs to 50 lbs

 

X

 

 

 

More than 50 lbs

X

 

 

 

Use computer/keyboard

 

 

 

X

 

 

High school diploma or equivalent. Nine years administrative experience to include two years in a health care environment or related field. With preferred degree, four years of required experience. 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

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