Description
The primary purpose of the Department Administrator position is to serve as the administrator and chief operating/financial manager for the Department of Melanoma Medical Oncology and Melanoma Medical Oncology-Research, and Melanoma Moon Shot, and the oversight and overall management aspects of the day-to-day operations. Prepares and administers the annual budget. Manages daily operations of the department with direct supervision of the administrative and grants and finance team (6) and oversight of ~140 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. Implements institutional policies and procedures in overseeing and directly administering daily activities related to faculty and classified staff, including personnel administration, recruitment, credentials, promotions, evaluations, academic/educational appointments, and grant management. Responsible for decision-making, planning, and forecasting all financial and budgetary matters. Prepares, justifies, and administers budgets for the department and its related programmatic areas. 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 Chairs 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**
**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 Chairs, 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, DoD, NIH - R01, P01, as well as a SPORE grant, and numerous foundation grants, and a clinical trial portfolio of 36 active trials, 11 closed with patients still on treatment, 18 survival follow-up and three new studies in process and 21 new concepts. 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. Prepares, justifies, administers, and monitors budgets for the department. Manages approval of all activities on departmental company centers. Demonstrates thorough working knowledge of institutional and state guidelines which address purchasing, check requests, and travel. Develops and maintains procedures for the departmental reconciliation process in compliance with the requirements set forth by the Controller's Office. Ensures timely and accurate expense and income tracking for all company centers. Consistently monitors monthly balances and routinely reconciles status of company centers. Demonstrates working knowledge of mainframe access programs such as Resource One to monitor company center activity. Provides required budgetary and financial reports in a timely manner.
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. Monitors activity to ensure compliance with all pertinent internal and external regulations and deadlines. Ensures timely and appropriate awards and expenditures. Coordinates post award administration of departmental grants and contracts with special consideration to P01's, and SPORE. 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. Recommends changes in roles and organization in response to changing priorities or growth. 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. Provides direction regarding personnel issues. Coaches and counsels' empl
Compensation Information:
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Up To: 0.0
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