ADMINISTRATIVE DIRECTOR


  • Location: Durham, NC
  • Posted: Nov 23, 2019

Job Description


School of Medicine:

Established in 1930, Duke University School of Medicine is the youngest of the nations top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary:

Direct, oversee and strategically manage programmatic and administrative aspects of Finance for Duke Universitys Department of Psychiatry and Behavioral Sciences in partnership with the Vice Chair of Finance and Administration in the Department of Psychiatry. Perform lead role in identifying strategic opportunities for financial improvement and needed resourcing to support complex projects across the department. Integrate and coordinate academic mission with clinical and educational mission through collaborative interaction under the direction of the Vice Chair of Finance and Administration to facilitate sustainable high-level financial achievement in the Departments missions.

Work Performed:

Oversee all finance activities for the Department of Psychiatry and Behavioral Sciences, including but not limited to, Clinical revenue management, research administration and training programs.
Maintain liaison with key leaders across all entities at Duke to coordinate Department of Psychiatry business matters in concert with institutional goals and plans. Keep informed of major School of Medicine, Health System and PDC initiatives and collaborate in the planning and implementation of institution-wide financial programs, projects and systems.
Monitor and ensure compliance with federal and institutional guidelines. Coordinate departmental finance support infrastructure to meet Department strategic goals and facilitate applicable trans departmental shared service activities.
Manage and direct the preparation and review of the Department of Psychiatry annual budget; consult with the chair and Vice Chair for Finance and Administration regarding division program and financial goals. Meet with Vice Chairs, Division Chiefs and Administrators to plan fiscal needs and projections and discuss results.
Analyze departmental plans and programs; set sound financial goals and provide reliable measurements to forecast and review results. Identify potential problems and solutions. Work with PDC, Divisional Administrators (Business Managers), School of Medicine, VA, DCI, PRMO, and Hospital staff in multi-million dollar financial analyses.
Develop long term and short range financial plans for the Department of Psychiatry in accordance with the Chair, Division Chiefs, and the Vice Chair for Finance and Administrations goals and priorities; supervise staff of the Finance Office and provide guidance to department business managers to ensure departmental goals are achieved.
Design systems to track and analyze individual faculty and program productivity; meet with the chair, Vice Chairs, department business managers, program directors and appropriate faculty leaders to discuss projections and develop a plan of action for fiscal stability and balance based on predefined results.
Review PDC clinic budget with Vice Chair of Finance and Administration and Vice Chair of Clinical Services for appropriateness. Review monthly PDC Reports with clinical leadership and Revenue Manager looking for unusual trends. Identify potential problems and solutions.
Direct supervision of the Department Revenue manager and team to ensure clean claims procedures and charge and collection key initiatives annually.
Manage the Chair commitments and those of the Department faculty to ensure proper funding and application of funds are maintained. Work with the Vice Chair of Finance and Administration to manage cash flow of the department to ensure financial commitments are met.
Responsible for the adherence to SOM FAM responsibilities working with Director of Research Administration, Research Practice Manager, Senior Grants Administrator, Financial Practice Manager and other Psychiatry Finance staff to ensure proper controls are in place and monthly analytical procedures are performed. Development and changes to the departments FAM document and financial internal controls, including compliance with departmental and institutional financial policies/procedures, Management of Buy@Duke, Expense Reimbursement tool, APCR, master data workflow and all journal entries
Oversee the Financial Reporting and Analysis functions of the Department, to include all Divisional Variance reporting, Graduate Medical Education analysis and reporting, Research and Space dashboards and PDC financial reporting and analysis.
Oversee the proper use of endowments within the Department of Psychiatry including reporting on Professorship funds.
Manage the faculty recruitment process both academic and clinical hires working with Division Chiefs and their Division Administrators to perform P & L analysis for PDC and funding analysis for academic hires. Manage the annual faculty salary process.
Management of data mining, report programming & development (current and new) and analytic functions across the clinical, research and education missions. Management of departments internal data warehouse (maintenance and upgrades).
Oversee the Manager for Space management and facilities. Oversight for annual space planning and strategic growth of space footprint for all missions. Oversee budget development for this aspect across all missions within Psychiatry.
Oversee the Manager of IT services within the Department of Psychiatry. Oversight for services agreement with DHTS and IT related services across the Department. Oversee budget development for this aspect across all missions within Psychiatry.

Knowledge, Skills and Abilities:

Proven innovation and initiative to anticipate, develop and implement new procedures, practices and processes adaptable to constantly changing work patterns and business methods, to solve unusual and new concerns using means, which establish effective and efficient precedents.
Strong analytical and critical thinking skills to identify problems and develop innovative solutions.
Demonstrated ability to analyze complex situations, identify and analyze problems and develop options and recommendations for resolution.
Demonstrated ability to interpret policies and procedures and to propose solutions to problems and apply solutions to non-recurring or precedent setting situations.
Proven ability to develop, analyze and carry out project objectives and work well with others of a diverse nature in achieving organizational goals.
Proven ability to research, gather and organize information to produce concise reports using various resources.
Strong leadership skills and ability to take responsibility for assigned areas, and to gain the confidence of employees, faculty, Department of Psychiatry senior leadership and colleagues.
Excellent negotiation skills. Demonstrated counseling techniques with the ability to act as a facilitator, exercise diplomacy, tact, professionalism, responsiveness, a high degree of flexibility to promote positive working relationships and job effectiveness.
Skill at negotiating with various personalities and developing internal and external network of contacts.
Proven organizational, analytical and management skills.
Ability to act independently and exercise sound judgment, and the acumen and sensitivity to identify matters that require higher level management consultation and /or group collaboration.
Demonstrated ability at presenting a positive, professional and helpful impression and working as a team member.
Ability to work independently and follow through on assignments with minimal direction.

Education:

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

Experience:

Work requires a minimum of nine years progressively responsible 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.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Duke University 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 ideasan 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.

Duke Health

705 Broad Street
Durham, NC 27708

Phone: (919) 684-5600

Fax: (919) 684-5600

Web: http://www.hr.duke.edu/

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