Clinical Division Administrator (Administrative Director)

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Duke Health Integrated Practice

Duke Health Integrated Practice comprises more than 110 primary and specialty outpatient clinics, extending the reach of the Duke Health mission across the state of North Carolina.

JOB LOCATION

Department of Psychiatry - 2400 Pratt Street

JOB SUMMARY

We are seeking a Clinical Division Administrator (Administrative Director) to ensure the clinical administrative, productivity, compensation, and financial stability for the clinical operations in partnership with leadership and finance.

JOB DUTIES AND RESPONSIBILITIES

OPERATIONS MANAGEMENT

The DA manages all operational activities for the Division in coordination and collaboration with the Division Directors; whether directly engaged, assigned to Division members, or delivered by Department leadership.  Responsibilities include:

• Scheduling and directing division meetings, programmatic communications, operational planning in concert with the Division Director(s) as it relates to Clinical Faculty
• Providing financial and programmatic oversight for the Clinical Faculty.
• Serving as the administrative liaison for the Division with programs across Duke and our affiliate sites.
• Ensuring that administrative services in the Division are compliant with all applicable Department and institution policies and procedures.
• Providing administrative direction and coordination of day-to-day functions, including those involving other Duke entities whose work impacts the business of the Division.
• Ensuring the Division’s clinical webpages are properly maintained and reflect current information in collaboration with the Director of Communications.

CLINICAL ADMINISTRATION

The DA in coordination and collaboration with the DDRA, Division Directors and Chair’s central finance team to accomplish the following responsibilities, including:

• Partnering with the Clinical Division Directors and the Duke Service line leader to facilitate the management of the clinical enterprise for the Dept. of Psychiatry and Behavioral Medicine.  This may include some of the following and others to be defined:
  • Oversight the facilitation of clinical FTE, rotations, site locations, and clinical productivity for each faculty provider.
  • Management of clinical contracts with Dept. Finance and the Division Directors.
  • Strategic business planning and modeling for the clinical future of the Divisions.
  • Support of the recruitment process and managing specific tasks such as drafting term sheets and offer letters.

BUDGET AND FINANCIAL MANAGEMENT

The DA manages in coordination with the Psychiatry Finance team the clinical faculty portion of the annual budget process for SOM and DHIP.  Responsibilities include:

• Strategically managing financial resources for the Division to achieve optimal utilization, including financial planning, budgeting and accounting functions of the academic unit.
• Exercising independent judgment and decision-making authority as delegated by the Division Director(s) to facilitate the optimal use of all resources.

• Coordinating, monitoring and managing separate budgetary programs within the Division/s.
• Directing faculty discretionary and divisional operational codes and analytical review.

• Advocating high standards, and holding staff and faculty accountable to department and Duke financial management policies involving personnel/payroll, purchasing, budget management and travel.
• Coordinating the preparation of regular financial reporting.
• Providing the planning, budgeting and accounting functions for operating, capital and gift budgets; employing appropriate stewardship of available funding streams.
• Analytically reviewing financial reports and records and initiating corrective action.
• Providing fiscal guidance and counsel to faculty and staff to help facilitate leadership’s ability to achieve scientific and educational goals.

• Coordinating, analyzing, and implementing periodic reporting for leaders and clinical faculty on productivity metrics and FTE management.

PEOPLE MANAGEMENT

The DA will have direct reports and additional management oversight accountabilities. Responsibilities include:

• Managing a team of 4-5 clinical administration support staff.
• Refining and developing an efficient administrative process that provides the necessary level of support services needed for the Division’s continued success and strategic growth related to Clinical Faculty.

• Understanding and appropriately implementing the varied policies and procedures for faculty and staff. This requires close interaction and uniformity with department HR and central administrative team recommendations.
• Managing administrative aspects of faculty appointment, promotion/tenure, and non-renewal processes for the clinical faculty in partnership and direction of the Departments APT Team.

• Support Division annual faculty and staff performance evaluation process with communication and completing evaluations.
• Recruiting, interviewing, selecting and critically evaluating the performance of staff who report to the DA. 
• Providing oversight and assistance for Clinical Division faculty in recruitment and onboarding of new personnel as needed.

RESEARCH ADMINISTRATION

The DA works together with Psychiatry and Behavioral Sciences central research administration and central finance team to accomplish the following responsibilities, including:

• Understanding all grants and contracts funding sources and how they impact Clinical Faculty and their portfolios and FTE management
• Actively, accurately and appropriately managing faculty salary distribution on research fund codes in coordination with and advisement from the Research Administration Team.
• Managing effort and the distribution of faculty total professional effort and for ensuring annual effort reporting and certification.
• Collaborating with central administrative staff to ensure timely invoicing, collection and the mitigation of potential overdrafts or write-offs related to sponsored research activity.
• Managing cost share obligations and commitments.

SPACE & FACILITIES ADMINISTRATION

The Division has clinical, educational, and research activities occurring at multiple Divisional sites.  Responsibilities for this work will be in coordination/collaboration with the Director of Strategy, Communications, and Space and their team.  These responsibilities will include:

• Coordinating the support services necessary to ensure the operation of the Division’s facilities.
• Administering remodeling projects and development including design, implementation, relocation.
• Analyzing space and equipment, and preparing timely annual space and capital reporting.
• Reviewing space usage efficiency and additional space request by faculty.
• Working collaboratively with faculty and staff to manage capital equipment and assets.

JOB ELIGIBILITY REQUIREMENTS

REQUIRED QUALIFICATIONS

•Master's degree, preferably in business, finance, or related science field.

•5-7 years of progressive professional business or management experience which includes experience in a clinical or healthcare environment; experience with budgeting, grants and contracts, personnel supervision and space and facilities management OR an equivalent combination of experience, education, and training.

PREFERRED QUALIFICATIONS:

•Experience in an academic medical center setting with matrixed reporting relationships, shared services models, and/or research administration is highly preferred.

•Excellent verbal and written communications skills and strong interpersonal skills are required.

•Proven capacity to generate, revise and monitor budgets is also required.

•Attention to detail and strong computer software skills, including in depth knowledge of Excel advanced functions are necessary to develop and present critical, confidential information.

•Exceptional integrity, intelligence, maturity, and successful experience navigating complex organizational settings.

•Ability to work independently in a fast-paced environment, make sound judgments, handle confidential information, and be a creative, energetic problem solver.

JOB HOURS

The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays.