Manager, Business Operations
Baylor College of Medicine
ID: 7121873 (Ref.No. 14490-en_US)
Posted: January 24, 2023
Application Deadline: Open Until Filled
This position will be responsible for standardizing and maintaining processes within the Cancer Center including: tracking approval and posting of positions in Success Factors, supervision of Cancer Center admins (approximately 16 positions) in their support of faculty with calendar management, meetings, reservation of conference room, maintenance of CVs and manuscripts, as well as PowerPoint/Word/Excel work, responsible for timekeeping, adherence to and enforcement of attendance policy, properly submission of receipts for reimbursement and information for booking of travel, proper use of Voyager and following/standardizing procedures for purchasing (including laptops, lab supplies, office supplies), supervise credentialing process for all faculty; maintain lists and document changes in space and seating assignments; provide checkout for departing faculty and staff in order to obtain materials prior to resignation.
- Direct supervision and assignments of admin assistants and staff who support faculty and laboratories in the Cancer and Hematology Center. This includes performance management, discisplinary action and oversight of work tasks and faculty assigned.
- Establish and manage policies and procedures related to onboarding faculty and staff, as well as departing/resigning faculty and staff. Maintain onboarding and departing checklists. Provide check out visits for departing/resigning faculty and staff.
- Manage timekeeping across the Cancer Center, utilizing BCM and TCH systems.
- Standardize ordering through Voyager, including office supplies and provided support to admins managing laboratories for the ordering of lab supplies and maintaining par lists.
- Maintain spreadsheets and documents for space and office allocation for the Cancer Center.
- Maintain ongoing list and oversee observers, visitors and students to ensure start date and end dates are scheduled and appropriate onboarding occurs (badge, access if needed).
- Oversee faculty reimbursement process and faculty travel submissions. Faculty admins will schedule travel and submit receipts, but the operations manager will ensure all internal and department processes are followed for the submissions.
- Ensure the CV database is maintained for faculty by their admins.
- Oversight of PO creation, purchasing and invoices for receipt of good.
- Manage aspects of human resources in the department including posting positions and parts of position management including salary and personnel files.
- Maintain databases for and coordinate faculty recruitment (backup) and faculty promotions (backup).
- Bachelor's degree.
- Four years of relevant experience.
- Works effectively and maintains good working relationships with all levels of management and customers.
- Excellent verbal and written communication skills.
- Self-directed and able to work independently and under pressure, meeting tight deadlines.
- Possess strong identification and problem-solving skills, oriented to customer service.
- Accepts challenges, identifies needs and works voluntarily on new projects.
- Attentive to detail, centered, complete and precise.
- Flexibility and works well with others.
The Cancer and Hematology Centers is in need of an operations manager to provide supervisory guidance to the admin staff who support faculty. This includes standardizing their roles, procedures for ordering, scheduling, maintaining calendars, as well as processing reimbursements and travel. In addition, assistance is needed in submitting, creating and managing postings for positions as well as additional oversight for faculty recruitment and promotions. This will create redundancy where none exists at the moment and allow standardization of administrative tasks and processes across the Cancer Center. There are approximately 16 admin assistants who report to various leaders and faculty, and they require a dedicated leader to ensure they are not only following appropriate procedures but who can hold them accountable to faculty support. Currently, the Cancer Center admin director and HR director of business operations have been providing interim leadership, but that is not sustainable with the continued growth and operations of the Cancer Center.
Institutional Agreements (IA): Reconcile monthly spreadsheet of BCM personnel charged to the 11 Departmental Organizational Units via IA provided by TCH Accounting by monthly deadline; Prepare updated IAs as needed based upon funding changes throughout the year, obtain OUA signature, and submit to Department of Pediatrics by monthly deadline; Prepare monthly cumulative IA Summary spreadsheet to be used by the Finance team throughout the month to assist with post award effort requests.
BCM annual budget: Phase I - Identify Phase I personnel for 11 org units; Work in conjunction with PostAward to determine projected nonpeds sources for Phase I personnel; Identify and email Department Administrators of nonpeds sources to obtain required approval documentation to include in Survivor; Upload required documentation and update nonpeds source in Survivor. Phase II - Complete PostAward personnel budget spreadsheet for TCH grant personnel; Prepare All Funds (SSO, travel, etc.) budget information for 6 accounts and enter into Survivor; Consolidate ERS, PostAward, and Finance prep personnel spreadsheets by org unit; Review by person and troubleshoot any overlaps; Account for cost sharing as needed; Prepare final spreadsheet for OUA to review with Survivor.
Other Duties As Assigned:
- Review and respond to requests from PostAward for availability of changing cost/effort charged to TCH restricted funds and grants;
- Prepare BCM budget revisions for cost centers as needed;
- Prepare BCM cost center set up requests for 6 accounts as needed;
- Works as liaison between CAGT and BCM Accounting to ensure revenue is accrued by the monthly deadline;
- Reconcile 2538300102 and 2537400102 on a regular basis to ensure revenue generated covers expenses and prepare needed information for end users (Katie Ogden, Amos Gaikwad, Mike Cubbage)
- Reviews SRM shopping cart info as requested on supply 6 accounts to confirm orders can be released.
- Prepare TCH DARs as needed.
Baylor College of Medicine requires employees to be fully vaccinated -subject to approved exemptions-against vaccine-preventable diseases including, but not limited to, COVID-19 and influenza.
Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.
Baylor College of Medicine fosters diversity among its students, trainees, faculty and staff as a prerequisite to accomplishing our institutional mission, and setting standards for excellence in training healthcare providers and biomedical scientists, promoting scientific innovation, and providing patient-centered care. - Diversity, respect, and inclusiveness create an environment that is conducive to academic excellence, and strengthens our institution by increasing talent, encouraging creativity, and ensuring a broader perspective. - Diversity helps position Baylor to reduce disparities in health and healthcare access and to better address the needs of the community we serve. - Baylor is committed to recruiting and retaining outstanding students, trainees, faculty and staff from diverse backgrounds by providing a welcoming, supportive learning environment for all members of the Baylor community.