Memorial Sloan-Kettering Cancer Center Administrative Coordinator (Supervisor), Department of Medical Physics in New York, New York
At Memorial Sloan Kettering (MSK), we’re not only changing the way we treat cancer, but also the way the world thinks about it. By working together and pushing forward with innovation and discovery, we’re driving excellence and improving outcomes. For the 28th year, MSK has been named a top hospital for cancer by U.S. News & World Report. We are proud to be on Becker’s Healthcare list as one of the 150 Great Places to Work in Healthcare in 2018, as well as one of Glassdoor’s Employees’ Choice Best Place to Work for 2018. We’re treating cancer, one patient at a time.Join us and make a difference every day.
MSK is seeking anAdministrative Coordinatorin theDepartment of Medical Physics. Reporting to the Department Administrator, the Administrative Coordinator will assist in managing the operations of the Department of Medical Physics and provides administrative and managerial support. Also, the incumbent will support the Chairman’s office as needed.
Provides administrative guidance to staff to ensure that problems are resolved and work assignments can be completed within established time frames; intercedes to resolve problems; reports problems to manager when necessary.
Assists with preparation and monitoring of annual operating and capital budgets, and staffing plan for the department.
Prepares, monitors, and manages the annual travel budget planning for the department. Functions as liaison with the MSK travel office.
Performs professional medical staff/faculty appointments, reappointments and promotions processing.
Coordinates and participates in the departmental research protocols review committee. Coordinates and prepares quarterly protocol audit reports for the Office of Clinical Research (OCR)
Assists with preparation of grant applications and budgets in compliance with guidelines. Monitors and tracks expenditures of awarded grants.
Assists with minor space renovation project planning.
Manages departmental CME activities ensuring all processes and events meet the requirements.
Establishes work schedules and priorities of the administrative segment of the department to ensure that workflow is controlled and meeting departmental needs; review employee time sheets and payroll data entry. Approves and processes temporary employee time sheets. Prepares and processes the HR paperwork for establishing new job positions and hiring of research staff in the SKI division. Interviews, selects, and recommends hiring of clerical employees. Conducts job performance appraisals and recommends merit increase according to HR guidelines. Recommends staff development actions and consults with supervisor. Follows guidelines for disciplinary process for staff when necessary and consults with supervisor. Orients, educates, trains, and supervises clerical staff, temporary office employees and students, establishes schedules and priorities, and approve time sheets.
Manages departmental quality assurance/program improvement programs. Evaluates departmental needs and procedures with respect to efficient operation and recommends appropriate action. Develops business plans and mechanisms to achieve departmental and organizational goals.
Participates in departmental preparation for regulatory inspections and surveys. Stays current with regulatory guidelines and requirements – through participation in seminars, workshops, and professional affiliations.
Analyzes monthly expense reports; reviews and accounts for budget variances and prepares reports; tracks departmental expenses; monitors and analyzes departmental data to produce management reports. Utilizes the Center’s Financial and Human Resources computer systems to track and maintain records of expenditures (operational and special funds) and prepare monthly expense reports.
Evaluates and recommends allocations of resources (e.g. personnel time & effort, budget) to meet departmental and Center objectives in a cost effective and efficient manner by setting priorities on individual projects in consultation with supervisor.
Coordinates with Principal Investigators, Research Finance, and Office of Sponsored Projects on research grants, including the preparation of budgets, resource allocation, and progress reports. Ensures grant applications and renewals are submitted in a complete and timely manner as directed by supervisor and granting agency guidelines. Assists with preparation, typing, and submission of grant applications as directed by supervisor. Prepares drafts of papers/manuscripts for publication as directed by investigators.
Prepares purchase requisitions, check requests, work orders, travel authorizations, and other requisitions charged to grant funds for approval. Maintains detailed records and files for reporting to granting agencies.
Participates in departmental preparation for JCAHO and other accrediting or regulatory agency surveys and visits. Initiates the establishment of interdepartmental communications to resolve issues/problems and works to implement solutions and follow through on same. Reviews and updates departmental policy and procedure manuals annually and conduct staff in-service training on procedure changes. Maintains and updates the personnel records files for the department; uses the Workday system.
Responds to and resolves staff administrative issues; recommends the purchase of equipment and training appropriate to the functions of administrative and clerical staff.
Participates in departmental and interdepartmental activities as required by the Departmental Administrator or Chairman (e.g., financial or clinical program progress reports)
Makes travel and hotel arrangements for research investigator’s retreat, visiting professorships and seminars.
Coordinates staff meetings. Prepare and distribute agenda, minutes, announcements, and other related materials.
Bachelor’s Degree is required. MPA, MPH, or MBA preferred, with healthcare management experience preferred.
A minimum of three years of experience is required.#LI-POST
Direct supervisory experience is preferred.
MSK is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sexual orientation, national origin, age, religion, creed, disability, veteran status or any other factor which cannot lawfully be used as a basis for an employment decision.
Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.
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