Job descriptionIdeal candidate will be a self-starter, have of self-initiative, strong customer service and strong people management experience.
The primary purpose of the Office Manager position in Facilities Planning Design and Construction (FPDC) is to provide oversight to the employees within FPDC. Oversight includes budget, merit, HR activities, purchasing/procurement and supervision of all administrative team members. Responsible for compliance of policies and guidelines. Ensure Kronos timekeeping is accurate and in compliance. Perform duties including efficient communications to department management, personnel administration, fiscal financial activities, coordination of special projects, regulatory compliance, and overall office management. Able to communicate and create documents for leadership.
JOB SPECIFIC COMPETENCIES
ADMINISTRATIVE OPERATIONS Arranges special meetings, coordinates AVP's conference presentations, drills, compliance audits, etc. Coordinates and assists AVP and Directors in FPDC floor planning, reconfigurations, and staff relocations. Plans and coordinates special departmental events like Employee Appreciation, staff retirements, welcome new staff members and assist with onboarding. Interfaces with IT support to resolve computer hardware and software needs. Reviews work processes to ensure the department is operating at optimal efficiency. Coordinates department training needs with FM training. Ensures compliance with all mandatory Institutional, and Facilities training. Ensures compliance with Institutional and departmental policies and HR/JC compliance.
HR FUNCTIONS Supervises administrative support staff. Mentors and promotes development of all administrative team members. Prepares performance evaluations, coordinates department merit program, department asset inventory, and space survey. Manages MyHR Admin Toolkit for FPDC, making location changes as needed. Acts as primary HR contact for the department and working with Facilities Finance for personnel vacancies. Responsible for all ePAF submissions and implementation of personnel actions, terminations, reclassifications, position changes. Responsible to initiate funding and retro ePAF' s to allocate percentages of FTE time to respective capital projects. Kronos supervision/audit and correction approvals. FMLA administration. PD Warehouse oversight of position descriptions. Serve as department lead with Performance Evaluation System. Coordinates and manages employee recognition programs and awards (Performance Rewards, Service Awards, etc.). Oversight of Employee Files and Auditing. Maintains Departmental Product organizational charts.
FINANCIAL MANAGEMENT Collaborates with leadership team in departmental budget preparation with Facilities Management and the Institutional budget procedures. Budgets includes operations and maintenance, personnel, small projects, IT, contracts and capital submissions. Provides reports for leadership decisions. Oversight of financial, budget, and merits. Monitors budget compliance for department fund. Inventory, physical reconciliation, maintains department records of transferred, moved equipment, oversight and reporting for department annual physical inventory, includes updates to CEMS system. Supervises expense reconciliation of FPDC department funds. Supervises procurement coordination/provides evaluations of items purchased regarding quantities and frequency. Monitors production of completed purchase requisitions to ensure timely placement of orders and troubleshoot aged accounts payable. Monitors contract payments. Oversees and audits the department fund reconciliation and pro-card expenses.
Responsible for monitoring departmental financial and budgetary matters to insure proper spending on accounts and to meet departmental targets.
Assures that expenses are within budgetary guidelines and must adhere to Facilities Management and institutional policies and procedures.
Other duties as assigned.
Bachelor's degree in Business Administration, Hospital/Healthcare Administration or related field. 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 program may substitute for one year of required 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
- Requisition ID: 153788
- Employment Status: Full-Time
- Employee Status: Regular
- Work Week: Days
- Minimum Salary: US Dollar (USD) 55,000
- Midpoint Salary: US Dollar (USD) 68,500
- Maximum Salary : US Dollar (USD) 82,000
- FLSA: exempt and not eligible for overtime pay
- Fund Type: Hard
- Work Location: Remote (within Texas only)
- Pivotal Position: No
- Science Jobs: No
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