Job Description

The Director of Division Administration is responsible for supervising the administrative services and general operations of the divisions in the Department of Pediatrics through the supervision and oversight of the Division Manager team. The position will establish operational objectives, work plans, and delegates assignments to subordinate managers and be responsible for managing, administering, and directing resources. The incumbent will review and approve recommendations for optimization of division operations and monitor divisions' adherence to approved budgets in coordination with the Chief Financial Officer. They will be involved in developing, modifying and executing organizational policies that affect immediate operation(s) and may also have organization-wide effect. Erroneous decisions or failure to achieve goals result in additional costs and personnel, and serious delays in overall schedules.

Reporting to the Associate Chair, Finance and Administration, the Director of Division Administration is responsible for the administrative management of the 20 divisions in the Department of Pediatrics. The Director will directly supervise the division administrators, will be responsible for strategizing, implementing, and evaluating administrative structures to support all division programs. The incumbent is expected to take a leadership role in strategic planning to foster customer-focused clinical services while administratively integrating the university goals of teaching, research and public service and to establish operations that will thrive in a volatile healthcare marketplace. The Director will function as part of the Administrator Leadership Team to provide operational effectiveness and guidance. The Director leads and oversees the administrative infrastructure of the Department's 20 divisions by establishing operational strategy, advancing organizational effectiveness, directing workforce and performance management, optimizing resource allocation, strengthening administrative governance, and driving operational excellence in support of the department's clinical, research, and academic missions. The incumbent will work with the Director of Research to ensure the division managers are actively engaged in the coordination and partnership regarding extramural support management for contracts, grants and clinical trials, to ensure compliance with research programs. The incumbent will work with the Department's Finance Director on implementing efficient and effective budget management and oversight processes. The position will oversee the administrative and human resource management for the divisions. The position is charged with optimizing resource utilization, setting up effective administrative systems, creating standardized policies, and training of management and staff on procedures and processes while minimizing risk.

Department Overview

The Department of Pediatrics is one of the largest departments in the School of Medicine with 20 specialty divisions and over 400 faculty members, of which 12% have identified as underrepresented in medicine. The Department's annual revenue is $350 million. The residency program is ranked 5th in the country by US News World and Report, with 42% of Interns identified as underrepresented in medicine. The Department received 5 NIH Diversity Supplements in 2022 and is currently ranked 14th amongst all Departments of Pediatrics by Blue Ridge Institute with $28 million in NIH funding.

Responsibilities

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)
40YesProvides oversight of organizational effectiveness, workforce planning and performance management, administrative governance, resource stewardship, and operational excellence to ensure consistent, efficient, and compliant operations across the Department's 20 divisions.This includes coordination of annual division budget process, as well as periodic division financial and productivity oversight meetings with Divisions. Administrative services typically include all or most of the following functions: IT, facilities, ensuring proactive financial management, and / or human resources. This position will coordinate with the Directors' of Finance and Research on optimizing department resources and ensuring operational efficiencies. Makes decisions on administrative or operational matters and ensures achievement of objectives (operational and budget processes, academic and / or staff FTE, human resources, IT and space planning) that have department-wide impact.10YesInteracts and supports the Associate Chair of Finance and Administration in projects including but not limited to, monitoring faculty productivity, managing special projects when requested, etc. 20YesResponsible for supervision, training, onboarding, and mentoring of division administrator over the 20 specialty divisions in the Department. Duties include covering management of divisions when positions are vacant, hiring senior staff and coordinating the hiring of division administrators as necessary.10YesParticipates in University and/or School of Medicine projects as necessary. 5YesMay interact with higher-level management on matters concerning several functional areas, and / or customers.10YesInteracts with department management on controversial situations, customer negotiations, and / or influencing and persuading others. Formulates policies and guidelines to carry out the department's mission for faculty. 5YesOther duties as assigned
100%
(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Qualifications

Minimum Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training
• Thorough knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll
• Develops and monitor operational performance metrics and departmental administrative benchmarks and key performance indicators for quality, finance, workforce, and operations
• Thorough knowledge of common organization-specific and other computer application programs
• Uses data analytics to inform decision-making
• Excellent skills to work collaboratively and act persuasively in sensitive situations; skills in conflict management techniques
• Excellent interpersonal skills to effectively lead, motivate and influence others and to develop and maintain high standards of customer service
• Excellent project management skills, including the capability of managing capital projects
• Very strong ability to quickly evaluate complex issues and identify multiple options for resolution

Preferred Qualifications:

• Master's degree in business or healthcare