Department Administrator

Department: MED-Physical Med & Rehab

Salary/Grade: EXS/8

Target hiring range for this position will be between $80,000-$100,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

The Department/Center Administrator (DA/CA) is the senior administrative position in a department/center within the Feinberg School of Medicine (FSM) & provides thought leadership in reviewing & recommending policy & procedure designed to enhance operational excellence. Ensures the effective, compliant, & efficient daily management of all operational, financial & business functions in support of the business area's mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost.

Represents business area on internal & external administrative affairs by recommending alternatives & suggestions.

Work Complexity

• Uses judgment & an extensive amount of experience to adapt an advanced knowledge of skills, methods, practices, policies & procedures and a moderate degree of innovation, analysis & reasoning to plan & prioritize work that is primarily project oriented & involves some extremely difficult problems &/or decisions.
• Interprets policy.

Budget & Financial

• Serves a primary role in the development & implementation of annual budget including fiscal resource allocation of appropriated, discretionary, endowment & gift revenues.
• Typically involved in the budget management of numerous research grants.
• Responsible for payroll, purchasing, travel & entertainment transactions & requesting new chart strings using NU protocol.
• Prepares faculty salary recovery & summer salary.
• Creates & monitors recharge centers.
• Oversees prompt payment of invoices & related research of errors.
• Monitors open encumbrances & deficit chart strings.
• Level II approver in NUFS.
• School level approver in HRIS.
• Routinely reviews & reconciles actual expenses to budget per NU Audit guidelines.
• Approves funds reallocation within budget as necessary & appropriate.
• Responsible to stop an expense that is inappropriate or against deficit chartstring.
• Negotiates with vendors for purchases & leases.

Clinical Services

• Manages day-to-day practice operations; demonstrates & ensures that Foundation's mission, values and Ideal Patient Experience guidelines, policies & procedures, clinical & service standards & Billing Compliance Program are implemented & maintained.
• Reviews service provided with goals & objectives & patient satisfaction surveys & identifies improvement opportunities; works with leadership to create new procedures & practices.
• Creates & maintains programs to review and analyze clinical performance at the faculty member, division, and departmental levels.
• Ensures all staff members responsible for clinical practice management receive and maintain appropriate training related to their position responsibilities.
• Identifies and assists with acquiring appropriate space for the department to develop and expand clinical operations.

Communications & Outreach

• Working closely with the Office of Alumni Relations, may actively pursue opportunities for alumni contact & solicitation.
• Delegates or completes maintenance of alumni lists or database; production, edit &/or distribution of newsletter; &/or management of website, & special events.

Facilities & Safety

• Monitors area facilities conditions & directs requests to Facilities Management using FAMIS.
• Maintains key database & security.
• Works with management to assign staff &/or faculty space including appropriate FM refresh/renovation & furniture purchase.
• Coordinates set up of furniture, data, phone lines, &/or renovations.
• Brings requests for building & space improvements to attention of management.
• Completes appropriate section of annual SIMS survey following NU protocol.
• Manages the development & communication of department safety plan.
• Monitors research lab compliance & respond to Risk Management reports.
• Ensures communication with Principal Investigators (PIs) regarding ISIS participation.

Faculty Support

• Manages administration of faculty recruitment including ads, candidate communication, interview & visit, HRIS paperwork & orientation.
• Oversees the preparation of Promotion & Tenure cases.
• Interprets & applies policy & procedure.
• Oversees colloquium & seminar coordination, faculty travel planning.
• Ensures faculty completion of annual Conflict of Interest Survey.

Grants & Contracts

• Oversees &/or completes pre- & post-award research administration.
• Utilizes established systems (effort reporting, direct cost charging/SDA, & financial reporting) to ensure compliance with all applicable regulations.
• Interacts with Principal Investigators (PIs) I to build relationships, transfer knowledge & advise on research policies & procedures.
• Oversees payroll for research appointments.
• Ensures faculty completion of effort certification.
• Provides appropriate training for staff & PIs.

Human Resources

• Manages…