The mission of The University of Texas MD 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. **Summary** The primary purpose of the Division of Internal Medicine Office Manager is to organize and coordinate office operations. Acts as the assistant to the Deputy Division Heads and provides back-up support for Division Leadership. Assists the Administrative Director with special projects. Impacts the productivity and efficiency of an academic, clinical, quality & safety, and research of the division. Acts as a liaison with appropriate institutional agents and represent the Division in a professional and appropriate manner within the institution and external agencies. Utilizes strong interpersonal skills to communicate with a variety of health care professionals. Must multi-task and effectively work in a fast pace environment with a high-quality work output. A high level of problem solving, and reasoning skills are required for this position. This person must be able to efficiently handle projects independently and with minimal instructions. **JOB SPECIFIC COMPETENCIES** **Office Management (40%)** 1. Manages the daily office operations of the division office. 2. Supervises administrative support team that may include Senior Secretaries, Administrative Assistants, Senior Administrative Assistants, and Program Coordinators. 3. Resolves day-to-day problems that impede operational flow and work with individuals and teams to resolve and remove barriers. 4. Consults with Administrative Director in reference to more difficult issues. 5. Identifies and coordinates administrative support team development training. 6. Assists in development and maintenance of division office processes and manuals. 7. Identify and implement opportunities for cost reduction and expense control, review office supply purchase requests, and approve routine requests. 8. Adheres and implements departmental policies involving institutional and divisional internal controls. 9. Coordinates/screens all initial interviews for vacant positions and makes hiring recommendations to the hiring manager. 10. Assists Administrative Director with the onboarding and the orientation process for classified staff. 11. Serves as a subject matter expert for departments administrative supervisors and support staff. 12. Serves as the primary back-up for the Administrative Director, as assigned. **Human Resource Management (30%)** 1. Responsible for division timecards 2. Assist with weekly Kronos Dimension reporting and Wed Schedule time off request processing. 3. Performs time and attendance audits relative to disciplinary actions. 4. Communicates to Payroll for employees in cases of dispute about attendance records. 5. Provides Kronos Dimension reports on ad hoc basis to Department Administrators, Department Chairs, Division Administrator and/or other department/division leadership. 6. Designs and maintains monthly exception reports for departmental supervisors of non-exempt employees. 7. Manage reconciliation of Web Schedule time off requests with Kronos Dimension entries. Oversee documentation and resolution of variances on behalf of the department and/or the employee. **Administrative Operations (10%)** 1. Act as an assistant to the Deputy Division Heads handling highly confidential information and maintaining its confidential state. 2. Facilitate meetings and administrative activities led by the Deputy Division Heads. 3. Schedules, prioritizes, and maintains calendar, travel itineraries, meetings, conferences, and coordinates related arrangements. Enters information in electronic systems ensuring compliance with institutional policies and procedures. 4. Initiates meeting notifications, postponement, cancellations, reminders for meetings led or involving the Deputy Division Heads. Exhibit flexibility when necessary. 5. Initiates and organizes department events, for example: quarterly division townhalls and employee excellence awards. 6. Provides Administrative support to division admin office leadership when needed and provides back-up coverage for the Division Head. **Project Coordination (10%)** 1. Applies independent judgment and analysis to gather facts and determine appropriate solutions based on past experience and departmental practices. 2. Coordinates, leads, and participates in special projects and programs. Examples: DoIM Weekly Grand Rounds and DoIM Research Grand Rounds. 3. Participates in task force and committee meetings. Examples: DoIM Quality & Safety Council and DoIM Research Sub-Committees. 4. Coordinates and compiles educational material for process changes or newly implemented systems. **Planning and Development (10%)** 1. Assists in division and division administration office space planning. 2. Is knowledgeable of division property control issues and able to handle issues that arise if necessary. 3. Knowledgeable about division annual physical inventory in accordance with the guidelines provided by Property Control. 4. Coordinates the development and implementation of procedures for the administrative support area of the division. 5. Maintains the aesthetics of the division administrative area. Other duties as assigned EDUCATION: Bachelor's degree in Business Administration, Hospital/Healthcare Administration or related field. EXPERIENCE: 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 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. 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: 173224 + 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: Remote + Pivotal Position: No + Referral Bonus Available?: No + Relocation Assistance Available?: No + Science Jobs: No \#LI-Remote