ADMINISTRATIVE MANAGER

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Summary

Under the guidance and direction of the Division Chief and Administrative Director, serves as the division administrator for Rhuematology. This position plans, directs, and coordinates departmental functions, including budget and financial performance; facilities management; staff development, performance, and training; and operational performance for the Division.

Duties and Responsibilities

• Serve as point of contact for all operational and financial activities for the Division working closely with the central offices of the Department of Medicine as well as the Duke Cancer Institute (DCI), Duke Health Integrated Practice (DHIP) and School of Medicine (SOM).

• Maintains an efficient and effective division - coordinates the processing of financial and administrative duties across the department’s clinical, research, and educational missions. Exercises independent judgment in performing duties, coordinates delegated functions and supervises assigned areas as appropriate.

• Responsible for the management oversight and daily operations of the Office of Rheumatology. Allocates resources based on divisional and departmental goals and objectives.

• Supports departmental and divisional goals and seeks ways to meet or exceed goals. Leads and/or participates in teams to achieve targeted results.

• Assist with strategic development of business plans for expansion of our Non-Oncology Infusion services including creation of SWOT analysis, financial models and identification of opportunities for improved performance and process flow associated.

• Prepares and maintains accountability for the division’s budget and utilization of resources. Identifies variances and implements measures to address the variance. Regularly reports the financial status of the division to the Administrative Director.

• Facilitates ongoing financial analysis and management of clinical and academic portfolios; to include commitment packages, philanthropic sources, faculty discretionary funds, effort reporting, and sponsored research funding.  Includes management and oversight of FAM (Financial Audit Manual) responsibilities within the Division ensuring proper accounting and reconciliation are being performed.

• Coordinates the recruitment process of the Division’s Faculty and APPs to include onboarding and credentialing activities.

• Manage all aspects of the clinical and administrative support teams including supervising and coordinating division personnel activities to meet established objectives; reviewing, as needed, the work of designated employees for adherence to instructions or correctness, and adherence to University and DHIP policies and procedures.  Recruit and train staff and implement corrective measures as needed

• Responsible for monitoring the compliance of all billing and the supporting documentation requirements - audits as needed and regularly reports outcomes to the Administrative Director.

• Track reports for performance metrics such as open encounters, charge capture, overdrafts, FAM, etc. Prepare reports and analyses to include financial reports, setting forth progress, adverse trends, and appropriate recommendations or conclusions.

• Serve as primary administrative point of contact with Department of Medicine Research Administration Office (DOM-RA) assisting as needed with necessary financial and administrative reporting: to include faculty effort management and certification as well as budget projections and monitoring of expenditures associated with grant submission.

• Maintain interface with departmental personnel to coordinate operational activities to ensure adequate personnel, space, and facilities; coordinate purchasing, maintenance, and renovation activities for the department; administer a program of property management and accountability.

• Assist in building aspects of the Department’s clinical budget specifically revenue targets related to- WRVUs and CFTEs- for ongoing and new providers.  Working closely with Divisional and Departmental and Divisional leadership.

• Develop all Faculty & APP new hire requests by developing the necessary three-year profit and loss modeling requested by the Administrative Director and CAO. Coordinate the onboarding and credentialing process associated with required licensing.

• Perform other related duties incidental to the work described herein. 

This job description intends to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunities without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all community members feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions

Specific jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Each hiring department will provide additional information and provision for requests for reasonable accommodation.

Education

Work requires a general business background, generally equivalent to a bachelor's degree in a business-related field.

Experience

Work requires 4 years of related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions. A master's degree in a business-related field may be substituted for 2 years of experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Duke is an Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex (including pregnancy and pregnancy related conditions), sexual orientation or military status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.