Administrative Manager

Be You.

Under the guidance and direction of the Division Chief and Senior Business Manager, you will serve as the operational administrator for the Division of Pulmonary, Allergy and Critical Care. This position plans, directs, and coordinates division operational functions, including budget and financial performance; facilities management; staff development, performance, and training; and operational performance of the clinical, research and teaching missions of the Division.

Minimum Requirements:

Education/Training

Work requires a general business background, generally equivalent to a bachelor's degree in a business-related field.

Experience

Work requires 4 years of related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions.

A master's degree in a business-related field may be substituted for 2 years of experience.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Preferred Qualifications:

1-2 years' experience in clinical operations.

This position is (insert options below).

• Hybrid eligible. The position (exempt only) is partially remote, and the employee must reside in a Duke University-approved state.

Be Bold.

• Supports departmental and divisional goals both clinical and academic and seeks ways to meet or exceed goals. Leads and/or participates in teams to achieve targeted results.

• Serves as point of contact for operational and financial activities for the Division working closely with the central offices of the Department of Medicine as well as, Duke Health Integrated Practice (DHIP) and School of Medicine (SOM).

• Coordinates the processing of financial and administrative duties across the department's clinical, research, and educational missions. Exercises independent judgment in performing duties, coordinates delegated functions and supervises assigned areas as appropriate.

• Assists with strategic development of the business plans for expansion of clinical services including creation of SWOT analysis, financial models and identification of opportunities for improved performance and process flow associated with the clinical operations.

• Prepares and maintains accountability for the division's budget and utilization of resources. Identifies variances and implements measures to address the variance. Regularly reports the financial status of the division to the Division Senior Business Manager. Operating budgets include both the DHIP and SOM.

• Facilitates ongoing financial analysis and management of clinical and academic portfolios; to include commitment packages, philanthropic sources, faculty discretionary funds, effort reporting, and sponsored research funding. Includes management and oversight of FAM (Financial Audit Manual) responsibilities within the Division ensuring proper accounting and reconciliation are being performed.

• Provides financial oversight and management of the Rodent Inhalation Core Shared Resource, following SOM requirements for financial management of shared resources. Reviews monthly reports with Core directors, analyzes revenue and expenses, makes recommendations for pricing, and ensures a clean close out each year.

• Coordinates the recruitment process of the Division's Faculty and APPs to include onboarding and credentialing activities in the clinical settings.

• Manages all aspects of the clinical and administrative support teams including supervising and coordinating division personnel activities to meet established objectives; reviewing, as needed, the work of designated employees for adherence to instructions or correctness, and adherence to University and DHIP policies and procedures. Recruit and train staff and implement corrective measures as needed

• Responsible for monitoring the compliance of all billing and the supporting documentation requirements - audits as needed and regularly reports outcomes to the Senior Business Manager.

• Track reports for performance metrics such as open encounters, charge capture, overdrafts, FAM, etc. Prepare reports and analyses to include financial reports, setting forth progress, adverse trends, and appropriate recommendations or conclusions.

• Serve as primary administrative point of contact with Department of Medicine Research Administration Office (DOM-RA) assisting as needed with necessary financial and administrative reporting: to include faculty effort management and certification as well as budget projections and monitoring of expenditures associated with grant submission.

• Maintain interface with departmental personnel to coordinate operational activities to ensure adequate personnel, space, and facilities; coordinate purchasing, maintenance, and renovation activities for the department; administer a program of property management and accountability.

• Assist in building aspects of the Department's clinical budget specifically revenue targets related to- WRVUs and CFTEs- for ongoing and new providers. Working closely with Divisional and Departmental leadership.

• Develop Faculty & APP new hire requests by developing the necessary three-year profit and loss modeling. Coordinate the onboarding and credentialing process associated with required licensing.

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