Division Administrator , Medicine

Job

Location:

Chicago, Illinois

Department: MED-Medicine

Salary/Grade: EXS/10

The Division Administrator (DA) is the senior administrative position in a division within the Feinberg School of Medicine (FSM) & provides thought leadership to develop strategic administrative initiatives that meet the mission of the business area. Oversees 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 business affairs & is viewed as an expert resource regarding business area administrative affairs. This position supports the Division of Allergy and Immunology.

Supervisor provides overall objectives. Work is reviewed for fulfillment of objectives & adherence to policy &/or financial &/or legal requirements. EE completes activities without direction & with a great deal of job autonomy, recommending actions to supervisor in regard to major or far-reaching new or unusual circumstances.

• EE uses judgment & an extensive amount of experience to adapt an advanced knowledge of skills, methods, practices, policies & procedures, sometimes without clear precedents, & a considerable degree of innovation, analysis & reasoning to independently plan & prioritize work that is almost all project oriented & involves many extremely difficult problems &/or decisions.
• EE recommends changes to policy to better meet objectives.

• Plans & manages complex budget(s) to fund strategic mission including financial sustainability & enhancement models.
• Serves as primary contact with NU Controller & Budget Office.
• Plans & implements annual budget including fiscal resource allocation of appropriated, discretionary, endowment & or gift revenues.
• Manages budgets for large volume of research grants.
• Prepares faculty salary recovery & summer salary.
• Creates & monitors recharge centers.
• Delegates payroll, purchasing, travel & entertainment (T&E) transactions & serves as Level II NU Financials approver.
• Serves as school level approver in FASIS.
• Oversees routine budget reconciliation & analyzes budget position.
• Approves funds reallocation within budget as necessary & appropriate.
• Responsible to stop an expense that is inappropriate or against deficit chart string.
• Knowledgeable in NU Financials, Cognos & FASIS; oversees staff training in same.
• Negotiates with vendors for purchases & leases.

• Plans & manages Practice administrative functions; operationalizes goals & objectives; ensures that staffing is appropriate to support patient care, patient flow, & customer service; creates associated practices & procedures & metrics to measure success at the faculty member, division & department levels; analyzes data & recommends & implements changes & improvement to better ensure attainment of mission.
• Oversees implementation of Foundation's mission, values and "Ideal Patient Experience" guidelines, policies & procedures, clinical & service standards & Billing Compliance Program.
• Oversees & ensures that day-to-day operations are appropriately managed and that they are efficient and effective.
• Ensures all staff members responsible for clinical practice management receive and maintain appropriate training related to their position responsibilities.
• Identifies and acquires appropriate space for the department to develop and expand clinical operations.

• Working closely with the Office of Alumni Relations, actively pursues 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.

• Manages office, lab & common areas to ensure strategic use of available space & routine maintenance.
• Determines & assigns space allocation.
• Oversees construction projects in coordination with Facilities Management.
• Negotiates leases for space.
• Oversees/completes annual SIMS survey…