Department Administrator - Genomic Medicine - MD Anderson
Houston, TX
About the Job
The primary purpose of the Department Administrator position is to serve as the administrator and chief operating/financial manager for the Department of Genomic Medicine, the Institute for Personalized Cancer Therapy (IPCT), Moon Shot Platforms (4), Service Cores (3), and Strategic Research Initiative Development (STRIDE), and the oversight and overall management aspects of the day-to-day operations. Manages daily operations of the department with direct supervision of the administrative and grants and finance team (6) and oversight of ~200 full-time employees by coordinating effectively with other parts of the institution and establishing effective and respectful working relationships with senior management, division leadership, faculty, organizational peers, and direct reports. Assists in the development of and administering of the department's research programs. Manages the administrative responsibilities associated with grant proposals and contractual agreements. Manages the department's physical resources, including space, physical assets, and property maintenance. In association with the Department Chair and Division Administrator, develops long-term strategic business plans for the department by developing short- and long-range goals and devising effective and proactive strategies for acquiring and allocating resources.
KEY FUNCTIONS
Department Administrator Activities
1. Operations Management
Oversee departmental operations. Develops, implements, and manages processes and systems. Creates, maintains, and administers departmental policies and procedures. In collaboration with the Department Chair, coordinate the development of both long-term and short-term strategic business plans for the department. Monitors and prioritizes goals to achieve the department's mission and vision. Coordinates effectively with other parts of the division and institution to accomplish goals. Establishes effective and respectful working relationships with divisional and organizational leaders, faculty, and peers. Anticipates potential barriers and opportunities and develops proactive plans to minimize obstacles and take advantage of opportunities. Develops, implements and evaluates communication strategies employed by the department to ensure effective information exchange between the department, division and institution.
2. Financial/Sponsored Project Management
Manages financial operations to include decision-making, planning and forecasting of all financial and budgetary matters. Responsible for the development and accuracy of the annual budget and justification of expenditures. Assist in developing short- and long-range projections and financial plans, maintaining appropriate analyses, and recommending applicable adjustments. Financial responsibility of a budget that includes E&G/PRS, philanthropic funds, CPRIT-High Impact Award, Established Investigator Award, and Individual Investigator Award, DoD, NIH - R01, R21, P01, R50 grants, as well as a SPORE grant, international grant, and numerous foundation grants. Assumes responsibility for the thorough and accurate preparation, justification, and administration of the budgets for the department and center within institutional guidelines and in accordance with strategic plans. Manages approval of all activities on departmental company centers. Develops and maintains procedures for the departmental reconciliation process in compliance with the requirements set forth by the Controller's Office. Demonstrates working knowledge of mainframe access programs such as OBIEE to monitor company center activity.
As the result of thorough prospective planning, ensures that budgets for grants and E&G company centers reconcile and balance on an annual basis. Manages the administrative responsibilities of grants, contracts, and other sponsored agreements. Oversees the preparation of grant proposals and contractual agreements. Ensures that the budget, staffing, and space needed for successful grant execution is appropriate prior to submission. Ensures timely and appropriate awards and expenditures. Coordinates post award administration of departmental grants and contracts with special consideration to P01's, SPORE's, and Institutes. Maintains ongoing knowledge of federal guidelines regarding grants and contracts and interacts collaboratively and cooperatively with institutional offices concerning these issues.
3. Personnel Management
Oversees human resources activities. Directs all facets of human resource activity within the department. Directs all facets of human resources management within the department, including the recruitment, selection, and performance evaluation of classified staff and faculty. In addition, coordinates the recruitment, appointment, promotion, and tenure actions, VISA applications, and evaluations of educational appointees and faculty. Ensures that human resources are appropriately selected, oriented, disciplined and utilized to ensure optimal levels of productivity. Oversees, plans, and coordinates administrative support staff workflow by monitoring workloads and redistributing assignments to meet deadlines and provide efficient utilization of administrative support staff. Evaluates the performance of direct reports annually using the institutional performance evaluation system. Coordinates and assists with the evaluation of indirect reports. Assists with the development of performance standards that focus on measurable, job-specific outcomes. Ensures that each employee has a current and appropriate position description with performance expectations. Provides timely, ongoing, and appropriate performance feedback and acts to improve employee performance when it falls short of goals and standards. Coaches and counsels' employees and, when required, implements the disciplinary process within institutional guidelines. Handles faculty salaries and merits. Completes Administrative support staff evaluations. Completes the faculty and classified employee merit process.
4. Physical Resource Management & Planning
Coordinates physical resource utilization including space and equipment. Provide space and resource planning oversight for the departments of Genomic Medicine to identify and prioritize resource needs, including space allocation and renovations. Administrative and laboratory space equals 29,565 sq. ft., physical asset inventory and property maintenance. Manages the capital equipment warranties and service agreements. Plans and orchestrates physical relocations and renovations with faculty and administrative colleagues. Protects assets, including property and records, from losses, errors, or irregularities. Coordinates development of capital equipment requests and requisitions as approved.
5. Planning and Development
In association with the Chair, Division Administrator, and related faculty, develops and maintains a long-term strategic business plan for the department. Develops, implements, and evaluates plans to achieve short term objectives and long-term goals which reflect the division's goals. Produces required reports. 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 Department Chair and Division Administrator 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.
6. Quality Assurance/Process Improvement
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. Ensures that work practices meet health, fire, safety, and regulatory requirements. Develops and implements policies and procedures and standard operating procedures that guide and support the provision of excellent services. Develops appropriate productivity monitors of direct reports and assists to improve productivity when necessary.
Moonshot Platform Activities - Apollo, CGL Al-augmented Drug Development and PRIME-TR
1. Administration
· Ensure that strategic and tactical plans for the moonshot activities are developed and executed effectively and efficiently.
· Foster relationships with consultants, donors, and board members to secure adequate income and strong personal commitments from those who have interest in the project.
· Develop and maintain collaboration with outside stakeholders and with all staff, partners and regulatory or other official bodies (e.g. NIH).
2. Budgetary/Financial
· Develop, direct, and manage the annual moonshot platform budgets and justification of expenditures.
· Responsible for the development and oversight of a variety of internal and external multi-year funding sources that support the moonshot.
· Direct and manage all moonshot platform accounts and project budgets and ensure alignment with project milestones.
· Develop short and long-range projections and financial plans, maintain appropriate analyses, and adjust where appropriate.
3. Operational
· Coordinates human resources planning and activities for personnel to include personnel budget activities, determining selection standards and processes and hiring activities.
· Responsible for staffing and development of the administrative, operational, and clerical work force.
· Support the Executive Directors and PI's with faculty recruitment, promotion, credentialing and administrative development.
· Collaborate with Regulatory and QA officials to define best practices and implement certification and compliance as applicable.
· Work closely with the faculty and Operations Manager to ensure vendors are following the scope of the project designated in the contract.
Institute for Personalized Cancer Therapy (IPCT)
1. Administration
· Work closely with the Institute Executive Director to establish operational objectives and policies that support the organization's mission and vision.
· Manage and administer the policies and procedures. Assisting the leadership team with understanding of operational and ethical issues.
· Communicate with leadership, compensation plans that incentivize growth with the goals of retention. Provide funding sources and approvals for all purchase orders.
2. Budgetary/Financial
· Develop, direct, and manage the annual budget and justification of expenditures.
Establish and maintain effective internal controls for finance, human resources, and contract administration. Identifying and seizing opportunities to improve fiscal and operational performance of the Institute.
· Develop and manage all aspects of budgeting including preparation, submission, maintenance, reporting and audits.
· Manage the administrative responsibilities associated with grant proposals and contractual agreements.
Strategic Research Initiative Development (STRIDE) - METI
1. Administration
· Work closely with the faculty and Executive Directors to establish operational objectives and policies that support the organization's mission and vision.
· Assisting the leadership team with understanding of operational and ethical issues. Manage and administer the policies and procedures.
2. Budgetary/Financial
· Develop, direct and manage the annual budget and justification of expenditures.
· Establish and maintain effective internal controls for finance, human resources and contract administration. Identifying and seizing opportunities to improve fiscal and operational performance of the Institute.
· Develop and manage all aspects of budgeting including preparation, submission, maintenance, reporting and audits.
· Manage the administrative responsibilities associated with grant proposals and contractual agreements.
Patient MOSAIC
1. Administration
· Work closely with the Chair and Assoc Dir, Res Planning & Development to establish operational objectives and policies that support the goals of the project.
· Assisting the leadership team with understanding of operational and ethical issues. Manage and administer the policies and procedures.
2. Budgetary/Financial
· Develop, direct and manage the annual budget and justification of expenditures.
· Establish and maintain effective internal controls for finance, human resources and contract administration. Identifying and seizing opportunities to improve fiscal and operational performance of the Institute.
· Develop and manage all aspects of budgeting including preparation, submission, maintenance, reporting and audits.
· Manage the administrative responsibilities associated with grant proposals and contractual agreements.
Core Facilities
1. Oversee the financial aspects of service cores, Cancer Genomic Lab-CGL, Microbiome (CCSG Core), and Reverse Phase Protein Array-RPPA including coordinating and preparing the capital and operational budgets; monitoring and investigating monthly budget variances; working closely with the core directors to ensure that the proper billing, accounting, and auditing procedures and protocols are followed.
2. Maintain availability to the Laboratory and Scientific Managers to receive information and address any problems in a timely and appropriate manner; attends and participates in laboratory staff and management meetings on a regular basis.
3. Work closely with the Core Directors in developing, updating, and monitoring the achievement of long-range goals and objectives.
EDUCATION
Required: Bachelor's degree.
Preferred: Master's degree.
EXPERIENCE
Required: Seven years of progressive and responsible healthcare / research or business management experience to include three years in a management role. With Master's degree, five years of progressive and responsible healthcare, research or business management experience to include three years in a management role. 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.
Preferred: Strong background in research business operations, including experience overseeing annual budgets, justifying expenditures, and managing grant finances. Proven track record of developing and implementing strategic business plans, collaborating with cross-functional teams, and fostering relationships with joint faculty, senior management, and divisional leadership. Exceptional communication skills and the ability to effectively partner with leadership on institutional initiatives are crucial. Self-direction, proactivity, and integrity are necessary to successfully navigate the complexities of this role. Must be comfortable taking the lead and managing a wide array of tasks and a broad range of responsibilities. Experience coordinating human resources activities (recruitment, hiring, onboarding, promotions, ePAFs, etc.), as well as people management, is required.
OTHER
Required: Must pass pre-employment skills test as required and administered by Human Resources.
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
Additional Information
#LI-Hybrid
KEY FUNCTIONS
Department Administrator Activities
1. Operations Management
Oversee departmental operations. Develops, implements, and manages processes and systems. Creates, maintains, and administers departmental policies and procedures. In collaboration with the Department Chair, coordinate the development of both long-term and short-term strategic business plans for the department. Monitors and prioritizes goals to achieve the department's mission and vision. Coordinates effectively with other parts of the division and institution to accomplish goals. Establishes effective and respectful working relationships with divisional and organizational leaders, faculty, and peers. Anticipates potential barriers and opportunities and develops proactive plans to minimize obstacles and take advantage of opportunities. Develops, implements and evaluates communication strategies employed by the department to ensure effective information exchange between the department, division and institution.
2. Financial/Sponsored Project Management
Manages financial operations to include decision-making, planning and forecasting of all financial and budgetary matters. Responsible for the development and accuracy of the annual budget and justification of expenditures. Assist in developing short- and long-range projections and financial plans, maintaining appropriate analyses, and recommending applicable adjustments. Financial responsibility of a budget that includes E&G/PRS, philanthropic funds, CPRIT-High Impact Award, Established Investigator Award, and Individual Investigator Award, DoD, NIH - R01, R21, P01, R50 grants, as well as a SPORE grant, international grant, and numerous foundation grants. Assumes responsibility for the thorough and accurate preparation, justification, and administration of the budgets for the department and center within institutional guidelines and in accordance with strategic plans. Manages approval of all activities on departmental company centers. Develops and maintains procedures for the departmental reconciliation process in compliance with the requirements set forth by the Controller's Office. Demonstrates working knowledge of mainframe access programs such as OBIEE to monitor company center activity.
As the result of thorough prospective planning, ensures that budgets for grants and E&G company centers reconcile and balance on an annual basis. Manages the administrative responsibilities of grants, contracts, and other sponsored agreements. Oversees the preparation of grant proposals and contractual agreements. Ensures that the budget, staffing, and space needed for successful grant execution is appropriate prior to submission. Ensures timely and appropriate awards and expenditures. Coordinates post award administration of departmental grants and contracts with special consideration to P01's, SPORE's, and Institutes. Maintains ongoing knowledge of federal guidelines regarding grants and contracts and interacts collaboratively and cooperatively with institutional offices concerning these issues.
3. Personnel Management
Oversees human resources activities. Directs all facets of human resource activity within the department. Directs all facets of human resources management within the department, including the recruitment, selection, and performance evaluation of classified staff and faculty. In addition, coordinates the recruitment, appointment, promotion, and tenure actions, VISA applications, and evaluations of educational appointees and faculty. Ensures that human resources are appropriately selected, oriented, disciplined and utilized to ensure optimal levels of productivity. Oversees, plans, and coordinates administrative support staff workflow by monitoring workloads and redistributing assignments to meet deadlines and provide efficient utilization of administrative support staff. Evaluates the performance of direct reports annually using the institutional performance evaluation system. Coordinates and assists with the evaluation of indirect reports. Assists with the development of performance standards that focus on measurable, job-specific outcomes. Ensures that each employee has a current and appropriate position description with performance expectations. Provides timely, ongoing, and appropriate performance feedback and acts to improve employee performance when it falls short of goals and standards. Coaches and counsels' employees and, when required, implements the disciplinary process within institutional guidelines. Handles faculty salaries and merits. Completes Administrative support staff evaluations. Completes the faculty and classified employee merit process.
4. Physical Resource Management & Planning
Coordinates physical resource utilization including space and equipment. Provide space and resource planning oversight for the departments of Genomic Medicine to identify and prioritize resource needs, including space allocation and renovations. Administrative and laboratory space equals 29,565 sq. ft., physical asset inventory and property maintenance. Manages the capital equipment warranties and service agreements. Plans and orchestrates physical relocations and renovations with faculty and administrative colleagues. Protects assets, including property and records, from losses, errors, or irregularities. Coordinates development of capital equipment requests and requisitions as approved.
5. Planning and Development
In association with the Chair, Division Administrator, and related faculty, develops and maintains a long-term strategic business plan for the department. Develops, implements, and evaluates plans to achieve short term objectives and long-term goals which reflect the division's goals. Produces required reports. 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 Department Chair and Division Administrator 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.
6. Quality Assurance/Process Improvement
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. Ensures that work practices meet health, fire, safety, and regulatory requirements. Develops and implements policies and procedures and standard operating procedures that guide and support the provision of excellent services. Develops appropriate productivity monitors of direct reports and assists to improve productivity when necessary.
Moonshot Platform Activities - Apollo, CGL Al-augmented Drug Development and PRIME-TR
1. Administration
· Ensure that strategic and tactical plans for the moonshot activities are developed and executed effectively and efficiently.
· Foster relationships with consultants, donors, and board members to secure adequate income and strong personal commitments from those who have interest in the project.
· Develop and maintain collaboration with outside stakeholders and with all staff, partners and regulatory or other official bodies (e.g. NIH).
2. Budgetary/Financial
· Develop, direct, and manage the annual moonshot platform budgets and justification of expenditures.
· Responsible for the development and oversight of a variety of internal and external multi-year funding sources that support the moonshot.
· Direct and manage all moonshot platform accounts and project budgets and ensure alignment with project milestones.
· Develop short and long-range projections and financial plans, maintain appropriate analyses, and adjust where appropriate.
3. Operational
· Coordinates human resources planning and activities for personnel to include personnel budget activities, determining selection standards and processes and hiring activities.
· Responsible for staffing and development of the administrative, operational, and clerical work force.
· Support the Executive Directors and PI's with faculty recruitment, promotion, credentialing and administrative development.
· Collaborate with Regulatory and QA officials to define best practices and implement certification and compliance as applicable.
· Work closely with the faculty and Operations Manager to ensure vendors are following the scope of the project designated in the contract.
Institute for Personalized Cancer Therapy (IPCT)
1. Administration
· Work closely with the Institute Executive Director to establish operational objectives and policies that support the organization's mission and vision.
· Manage and administer the policies and procedures. Assisting the leadership team with understanding of operational and ethical issues.
· Communicate with leadership, compensation plans that incentivize growth with the goals of retention. Provide funding sources and approvals for all purchase orders.
2. Budgetary/Financial
· Develop, direct, and manage the annual budget and justification of expenditures.
Establish and maintain effective internal controls for finance, human resources, and contract administration. Identifying and seizing opportunities to improve fiscal and operational performance of the Institute.
· Develop and manage all aspects of budgeting including preparation, submission, maintenance, reporting and audits.
· Manage the administrative responsibilities associated with grant proposals and contractual agreements.
Strategic Research Initiative Development (STRIDE) - METI
1. Administration
· Work closely with the faculty and Executive Directors to establish operational objectives and policies that support the organization's mission and vision.
· Assisting the leadership team with understanding of operational and ethical issues. Manage and administer the policies and procedures.
2. Budgetary/Financial
· Develop, direct and manage the annual budget and justification of expenditures.
· Establish and maintain effective internal controls for finance, human resources and contract administration. Identifying and seizing opportunities to improve fiscal and operational performance of the Institute.
· Develop and manage all aspects of budgeting including preparation, submission, maintenance, reporting and audits.
· Manage the administrative responsibilities associated with grant proposals and contractual agreements.
Patient MOSAIC
1. Administration
· Work closely with the Chair and Assoc Dir, Res Planning & Development to establish operational objectives and policies that support the goals of the project.
· Assisting the leadership team with understanding of operational and ethical issues. Manage and administer the policies and procedures.
2. Budgetary/Financial
· Develop, direct and manage the annual budget and justification of expenditures.
· Establish and maintain effective internal controls for finance, human resources and contract administration. Identifying and seizing opportunities to improve fiscal and operational performance of the Institute.
· Develop and manage all aspects of budgeting including preparation, submission, maintenance, reporting and audits.
· Manage the administrative responsibilities associated with grant proposals and contractual agreements.
Core Facilities
1. Oversee the financial aspects of service cores, Cancer Genomic Lab-CGL, Microbiome (CCSG Core), and Reverse Phase Protein Array-RPPA including coordinating and preparing the capital and operational budgets; monitoring and investigating monthly budget variances; working closely with the core directors to ensure that the proper billing, accounting, and auditing procedures and protocols are followed.
2. Maintain availability to the Laboratory and Scientific Managers to receive information and address any problems in a timely and appropriate manner; attends and participates in laboratory staff and management meetings on a regular basis.
3. Work closely with the Core Directors in developing, updating, and monitoring the achievement of long-range goals and objectives.
EDUCATION
Required: Bachelor's degree.
Preferred: Master's degree.
EXPERIENCE
Required: Seven years of progressive and responsible healthcare / research or business management experience to include three years in a management role. With Master's degree, five years of progressive and responsible healthcare, research or business management experience to include three years in a management role. 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.
Preferred: Strong background in research business operations, including experience overseeing annual budgets, justifying expenditures, and managing grant finances. Proven track record of developing and implementing strategic business plans, collaborating with cross-functional teams, and fostering relationships with joint faculty, senior management, and divisional leadership. Exceptional communication skills and the ability to effectively partner with leadership on institutional initiatives are crucial. Self-direction, proactivity, and integrity are necessary to successfully navigate the complexities of this role. Must be comfortable taking the lead and managing a wide array of tasks and a broad range of responsibilities. Experience coordinating human resources activities (recruitment, hiring, onboarding, promotions, ePAFs, etc.), as well as people management, is required.
OTHER
Required: Must pass pre-employment skills test as required and administered by Human Resources.
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
Additional Information
- Requisition ID: 169285
- Employment Status: Full-Time
- Employee Status: Regular
- Work Week: Days
- Minimum Salary: US Dollar (USD) 127,400
- Midpoint Salary: US Dollar (USD) 175,200
- Maximum Salary : US Dollar (USD) 223,000
- FLSA: exempt and not eligible for overtime pay
- Fund Type: Hard
- Work Location: Hybrid Onsite/Remote
- Pivotal Position: Yes
- Referral Bonus Available?: No
- Relocation Assistance Available?: Yes
- Science Jobs: No
#LI-Hybrid
Source : MD Anderson
