Division Administrator, Orthopaedics: Duke Sports Medicine and Hand, Duke Sports Sciences Institute

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.

Hybrid Location: Remote and Onsite at 3475 Erwin Road, Durham, NC

OCCUPATIONAL SUMMARY 

This position is part of our dynamic Duke Sports Medicine – Orthopedics and Hand team. Providing exceptional sports 

medicine for more than seventy years, this department is recognized nationally and internationally. Preventing sports injuries is our goal, and knowing how gender impacts the body is one of our specialties. Duke Sports Medicine – Orthopedics is one of three FIFA Medical Centers of Excellence in the U.S. and one of 48internationally. This is an active work group that depends on teamwork and inclusion to best serve our patients. 

The Division Administrator provides overall administrative oversight and coordination of a variety of business related functions as they pertain to finance, clinical management, staffing and staffing development, education, and research. This leader must be able to demonstrate a measurable commitment to creating and developing a diverse workforce and work culture where difference is valued and inclusion is expected and lived. The Division Administrator reports directly to the Chief Administrative Officer, with indirect reporting to his/her respective Division Chiefs. 

The Division Administrator is a member of the Core Administration Team of Orthopedic Surgery, a strong and collaborative team that values diversity, hard work, and inclusion. As a member of this team, the Division Administrator will find camaraderie, a strong sense of service above self, and a penchant for doing it right the first time. This type of work environment is rare and wonderful. 

WORK PERFORMED

FINANCIAL 

In conjunction with the CAO, Finance, Performance Services, and other appropriate entities create a divisional budget, prepare reports and analyses including clinical dashboards, sectional funds balances, fellowship funds balances, gifts, DME. Present these reports to the Division Chief and division faculty, as appropriate, on a regular basis.

CLINICAL 

• Work with Director of Clinical Operations, and respective Health Center Administrators, to understand and facilitate operational efficiencies for locations where the division has clinical involvement. Provide feedback and insight regarding expansion and strategic planning, for both the division and department clinical enterprise. 
• Work with the Revenue Manager to understand/interpret reports, identify trends, and understand rationale behind them. Facilitate communication between Revenue Manager and the Chief/divisional faculty to ensure understanding of billing processes, charges, receipts, etc. 
• In locations where administrative and clinical support coexist, work with clinic leadership to promote and ensure regular, consistent team work among the two groups in support of faculty clinical practice. 
• Maintain communication with marketing/communications liaisons to understand Duke Health marketing initiatives and how they pertain to division/department growth/accessibility and a positive patient experience. 
• Along with Duke Health Access Services and the Clinical Operations team, identify creative and sustainable ways to overcome barriers in an effort to provide optimal access for patients (right provider, right time, and right location). 

EDUCATION 

Understand flow of fellowship funding from various sources (hospital, industry, grant, etc.). Work with the Division Chief, Finance team, and Revenue Manager to ensure that billing fellows are billing appropriately and that reimbursement is being credited back to them. With the Finance team, track the cost of fellows against their reimbursements; keep the Chief abreast of any financial risk that exists with respect to fellows not covering their costs. 

RESEARCH 

Work closely with the Research Practice Manager and CRU Financial Practice Manager, stay abreast of division research activity. Understand the implications of current and future research opportunities (unfunded, industry sponsored, basic, clinical, etc.) as they pertain to the financial outlook and overall missions of the division.
 

Possess knowledge as to the volume of retrospective studies performed by residents/fellows within the division and, under the guidance of faculty, any K-Awards that carry significant clinical implications. 

Understand the role of the CRCs as they relate to the division. While the CRCs are under the supervision of the RPM, the Division Administrator is responsible for the financial backing of CRCs and will need to have in-depth knowledge and regular communication around their funding sources. Additionally, CRCs are likely to have regular/frequent interactions with division Staff Assistants; knowledge of roles/responsibilities of CRCs and a high level understanding of active studies to which CRCs are assigned is imperative. Knowledge and understanding of CRC workflows as they pertain to Staff Assistants and clinical staff is also relevant to the Division Administrator. 

TALENT DEVELOPMENT & PERFORMANCE MANAGEMENT 

• Supervise and coordinate work of designated employees which typically includes divisional Staff Assistants and Program Coordinators. In conjunction with the HR Manager, manage personnel activities to meet department and University objectives, policies, and procedures. 
• Consciously lead to weave a commitment throughout the team that sets high and measurable expectations in regards to equity for all team members to succeed through inclusion and development. 
• Provide supervisory leadership to improve and maintain staff job performance. Routinely coach, motivate, document, provide training opportunities, and corrective action when necessary to meet the job expectations for all direct reports. 
• As needed/when indicated (and in conjunction with strategic planning), create/update policies and procedures for divisional and departmental employees. 
• Advise on employment terms and appointment procedures of faculty, as appropriate. 
• Engage with clinic and PRMO staff; work in concert with HCAs and the Director of Operations to ensure faculty support across all components (research/PDC/University, etc.). 

GAP /OUTLIER 

Assist as needed in the management of grants and contracts administration of fellowship and for research. Perform other related duties incidental to the work described herein. 

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified. 

Minimum Qualifications Education 

Work requires a general business back ground generally equivalent to a bachelor's degree in a business related field. 

Experience 

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

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 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.