Department Administrator - Breast Radiation Oncology, GU Radiation Oncology

The University of Texas MD Anderson Cancer Center in Houston is one of the world's most respected centers focused on cancer patient care, research, education and prevention. It was named the nation's No. 1 hospital for cancer care in U.S. News & World Report’s 2024-2025 rankings. It is one of the nation's original three comprehensive cancer centers designated by the National Cancer Institute.

The primary role of the Department Administrator for the clinical departments within the Division of Radiation of Oncology is to direct and oversee various departmental administrative activities and infrastructure. The Department Administrator is responsible for the faculty, provider, and staff life cycles and for development and execution of departmental initiatives in conjunction with the Department Chair(s) and division leadership. The individual will liaise with and serve as the administrative lead representative to counterparts in other departments and offices, within and external to the division. The Department Administrator will display leadership and decision-making skills and aptitude to enable the building and sustaining of quality administrative infrastructure support for faculty, mid-level providers, and teams. The Department Administrator will serve in an advisory capacity to the Department Chair(s), Division Administrator, and faculty leaders with respect to all areas of administration and relevant financial activities within the department(s). In this leadership role, the Department Administrator must have strong planning, systems, financial, business, leadership, and interpersonal skills and knowledge. The successful administrative leader must be able to navigate and work within a matrix organizational structure and leverage inter-office relationships and collaborations to grow and sustain their areas of oversight.

KEY FUNCTIONS

Faculty and Provider Support and Relations

• 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 coordination 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.

Human Resources and Personnel Management

• 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

Facilities, Space Planning, and Asset Management

• 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

Financial Management

• 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