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DIVISION ADMINISTRATOR - Clinical Divisions

Work Arrangement: 
Requisition Number:  198348
Regular or Temporary:  Regular
Location: 

Durham, NC, US, 27710

Personnel Area:  MEDICAL CENTER
Date:  Jul 14, 2022
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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

DIVISION ADMINISTRATOR – Clinical Divisions

Department of Psychiatry and Behavioral Sciences

 

OCCUPATIONAL SUMMARY

 

100% Departmental Funded

 

The Division Administrator (DA) serves as the administrative leader and operational advisor to the Division Director(s), the Chief Administrative Officer (CAO), and other key leaders in the Department of Psychiatry and Behavioral Sciences. This key leader ensures the administrative and financial stability of the Division. They work in concert with the Division Directors and CAO to develop comprehensive budgets for the Division’s University and Healthcare enterprises; direct financial planning and analysis; faculty salary planning; faculty clinical deployment; human resources management; research and office space management; purchasing activities; and capital equipment procurement.

 

They will partner with the Department’s Research Administrative Shared Services, Director of Finance, Director of Human Resources, and the Director of Communications, Strategy, and Space in the management of day to day activities related to the Clinical Divisions. They will develop long-term and short-term strategic goals and objectives for the Division. They will address human resources issues and is accountable for effectively managing employee performance and providing feedback on an ongoing basis. They will be responsible for all administrative operations of the Division as described below.

 

The position reports directly to the Vice Chair, Administration and Finance in the Department of Psychiatry and Behavioral Sciences and to the Division Director(s) for the Adult Psychiatry and Psychology

and Child & Family Mental Health and Community Psychiatry Divisions. This position will be part of the Division Leadership and the Chair’s Office Leadership Teams.

 

Adult Psychiatry & Psychology Division

 

The Division of Adult Psychiatry and Psychology serves as the academic home for more than 170 psychiatry and psychology faculty members and about 20 staff members. Clinicians in the division conduct nearly 55,000 outpatient visits per year across nine clinic locations in Durham, NC, and inpatient services are also provided across the Duke University Health System. Clinical services include assessing and treating behavioral health conditions such as anxiety and sleep disorders. Clinical providers also support adults with other health conditions that involve cancer care or surgery.

 

The division has a research portfolio with more than $7 million in active awards, including projects focused on Alzheimer’s disease, brain imaging, brain stimulation, geriatric care, misophonia, mood disorders, smoking cessation and substance abuse. The division accounts for a space footprint of approximately 4,900 square feet.

 

Child & Family Mental Health & Community Psychiatry

 

The Division of Child & Family Mental Health & Community Psychiatry serves as the academic home for more than 160 psychiatry and psychology faculty members and about 160 staff members who specialize in mental health services for children, adolescents and families. Clinicians in the division conduct more than 33,000 outpatient visits per year across 12 clinics in Durham, NC. Clinical services include assessing and treating behavioral health conditions such as attention difficulties, anxiety and mood disorders, autism spectrum disorder, trauma and eating disorders.

 

The division’s research portfolio, with over $37 million in active awards, includes fields such as autism and neurodevelopmental conditions, attention deficit hyperactivity disorder, depression, eating disorders, health policy and law, opioid use prevention, pain management, stress prevention and management, suicide prevention, trauma and weight control. The division accounts for a space footprint of approximately 25,000 square feet.

OPERATIONS MANAGEMENT

 

The DA manages all operational activities for the Division in coordination and collaboration with the Division Chiefs; 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).

· Providing financial and programmatic oversight for the Division.

· 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.

· Insuring the Division’s 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 Division Chiefs and Chair’s central finance team to accomplish the following responsibilities, including:

· Partnering with the VC of Finance and Administration, the Clinical Division Chiefs, and the Duke Service line leader to facilitate the management of the clinical enterprise for the Dept. of Psychiatry and Behavioral Medicine.

· 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 Chiefs.

· Strategic business planning and modeling for the clinical future of the Divisions

 

PEOPLE MANAGEMENT

 

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

· 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.

· 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 within the Division, ensuring adherence to department and SOM guidelines and timelines.

· Responsible for initiating, reviewing, and completing Division annual faculty and staff performance evaluation process. Responsible for the coordination of personnel actions including promotions, salary actions and performance evaluations.

· Recruiting, interviewing, selecting and critically evaluating the performance of staff who report to the DA.

· Providing oversight and assistance for Division faculty in recruitment and onboarding of new personnel.

· Ensuring appropriate documentation is maintained for faculty and staff through the central administration office and APT office for Psychiatry.

 

BUDGET AND FINANCIAL MANAGEMENT

 

The DA manages all aspects of the Divisional budget in coordination/collaboration with the Division Chiefs and the Director of Finance and their team. Responsibilities include:

· Assuming the overarching fiscal responsibility and serving as the Division’s Financial Assessment and Management (FAM) owner.

· 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, including FAM validation 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.

 

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 Divisional funds flow, faculty effort, etc.

· 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.

· Review late proposal submissions and F&A waivers.

 

SPACE and 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.

· Overseeing Division loans of institutional space.

· 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.

 

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.

 

REMOTE WORK:

This position will be required to be on/or at various locations throughout the week and will have the opportunity to work from home 2-3 days a week.

 

Minimum Qualifications

 

 

Education

Work requires a Bachelor's degree in Business Administration, Accounting or a closely related field.

 

Experience

 

Work requires a minimum of eight years progressively responsible OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE experience in administrative management, to include proficiency in budgeting, grants and contracts, personnel supervision and space and facilities management. A Master's degree in Business Administration, Hospital Administration, Accounting or a closely related field may substitute for two years of required experience.

 

Duke is an Affirmative Action/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, 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—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 essentialjob 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.

 


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