Medical University of South Carolina UNIV - Division Administrator II - Department of Medicine: Nephrology in Charleston, South Carolina
Job Summary: The Division Administrator will be responsible for the Division of Nephrology and will have a matrix reporting relationship with the Division Director of Nephrology and the Vice Chair of Finance and Administration. This position is responsible for the overall operations of the Division, which includes financial management, research operations, support services, facilities, purchasing and inventory, information systems, medical staff privileging and credentialing, regulatory affairs, provider contracts, security, health and safety, compliance, medical education, human resources, academic affairs and marketing.
The Division Administrator collaborates with the Division Director, providing financial guidance, background information, and management advice and providing counsel to faculty and staff concerning administrative processes associated with clinic operations, finance, graduate medical education and research activities. The Division Administrator is responsible for the financial analysis and programmatic oversight for the clinical practice, management of the research enterprise, and support of the training programs. The Division Administrator has a high degree of authority and, in partnership with the Division Director, directs strategic business, program and policy development and operational planning for the Division. The Division Administrator also serves as the administrative liaison with Division programs with the Department of Medicine and College of Medicine regarding administrative issues.
This position requires an ability to direct and manage multiple priorities, quickly analyze situations and make sound financial decisions utilizing effective time management skills, good business acumen and administrative judgment. Creativity and excellent personnel management skills are very important. This position must have a highly effective level of communication with the Chair, Vice Chairs, Division Director, faculty and staff and the ability to work very collaboratively to achieve the goals of the department.
Payscale Salary Range: UNIV-Band 8: $60,344.00 - $85,995.00 - $111,646.00 (min - mid - max)
35% - FINANCAL MANAGEMENT AND RESEARCH • Manages and monitors large and complex Divisional budgets in excess of $7.5 million and a research awards in excess of $2 million. • Supervises the fiscal management of financial resources (e.g., state funds, grants and contracts, and gift accounts) for the Divisions, including financial planning, budgeting and accounting functions. • Has decision-making authority, and must exercise independent judgment to facilitate the optimal use of division resources. • Establishes the divisional financial management policies, coordinates the preparation of regular financial reporting which is provided to the Division Director and Principal Investigators. Ensures compliance with the policies and procedures of the University, Department, and those of federal and other funding agencies. • Designs, implements and ensures currency of procedures and documentation to assure fiscal compliance with University, State and Federal guidelines and laws involving personnel/payroll, purchasing, budget management and travel. • Establish budgets, process personnel and non-personnel transactions and reconcile financial records each month. • Provides the oversight, management and monitoring functions for the Division operating budgets, grant and gift budgets, applying appropriate stewardship of available funding streams. • Manages these budgets to assure compliance with the complex University, State and Federal requirements. Monitors cash balances as well as verifying the accuracy of AR. • Ensure all reporting deadlines are met. • Reviews monthly payroll reports for consistency with individual effort and funding. • Insure timely submission of effort reports. • Prepares and maintains administrative and business reports and records. • Collaborates with Development staff to develops and administer a system for generating monthly budget reports to satisfy requirements of donor agency, institution, and investigators for planning, budgeting, auditing and oversight purposes. • Provide guidance and counsel to faculty and staff to help facilitate the Division's ability to achieve scientific and educational goals in the context of fiscal accountability. • Administer the process for the allocation of funding of faculty salaries. • Provide oversight and administrative management for all sponsored research administration for the division. • Provides assistance when needed for budget and proposal preparation and management for all division grants and contracts. • Serve as the liaison between the Pl, Medicine Administration, ORSP, GCA, and compliance offices Initiate development of budgets for grants and contracts and prepare written justifications to support budget proposals. • Work with Division fiscal and other support personnel to prepare grant and contract budget proposals. • Assist with grant renewals and anticipate renewal dates. Oversee post award financial planning and reporting. • Oversee the reporting of clinical trial accrual by faculty member, and work closely with the Principal Investigators and study coordinators on trial accruals and associated budgets ensuring timely receipts of all invoices (AR). - (Essential)
30% - The Division of Nephrology has 25 faculty members and 6 APP’s, 15 staff, a $7.5 million unrestricted expense budget with annual research expenditures of $1.5 million. The Division Administrator of Nephrology has 5 direct reports. The University has a large and complex personnel system. The Administrator must understand and appropriately implement the varied policies and procedures for faculty, classified staff, professional staff, residents/fellows, temporary staff and other personnel. This requires close interaction and uniformity with the Department and School of Medicine HR efforts. Specifically, the Division Administrator will: • Coordinate, along with the Division Director the recruiting, hiring and credentialing processes for faculty members. • Oversee the Division staff to coordinate and track physician and other provider licensure and certification including licenses, ensure that all are up to date, along with coordinating and track physician and other provider clinical credentialing. • Facilitate the annual faculty evaluation and contracting processes, along with compensation planning and calculations. • Manage division support staff. Prepare and coordinate all personnel actions (posting vacant positions, hiring new staff, position descriptions). • Coordinate annual personnel evaluation process, meeting all institutional deadlines. • Oversee submission of leave slips, ensure that leave taken is recorded appropriately. • Oversee timekeeping for bi-weekly employees. • Ensure the Division's personnel employment activities and practices are in compliance with Department, School, University and State personnel policies and procedures. • Ensure the correct and proper maintenance of Divisional personnel files, including vacation/sick leave records, time-keeping and related supporting documents. • Ensures appropriate record confidentiality is maintained in compliance with University policy and state and federal regulations. • Provide advice and counsel regarding personnel decisions. • Initiate, review, and recommend personnel actions including promotions, salary actions, employee performance evaluations, training and terminations for staff personnel and be responsible for all Faculty and Staff HR and payroll activities. - (Essential)
20% - CLINIC OPERATIONS • Work collaboratively with the Department’s Clinical Practice Manager, the Ambulatory Care Division of MUSC Health and the ICCE Administrator to oversee faculty practice site operations with respect to practice/clinic flow, monitoring of scheduling templates/volume, improve and maintain patient satisfaction scores and organization metrics. • Ensures clinical providers and staff meet compliance and regulatory requirements. Coordinate faculty assignments at the various clinical service locations. • Develop, review and monitor physician productivity reports. • Evaluate and oversee preparation of clinical practice data and reports for Division Director and the Vice Chair of Finance and Administration of the Department of Medicine as appropriate. • Analyze and recommend action concerning clinical productivity and physician billing activities. • Assist in design of management reporting systems to facilitate the Division’s ability to monitor and manage the clinical enterprise. • Monitor and track all required clinical effort at the VA Hospital as well as in the Transplant Institute. - (Essential)
5% - STRATEGIC PLANNING • As the Division’s senior financial and administrative manager, the Division Administrator is responsible for developing and directing the long-range strategic business plan for the Divisions. This includes preparation of business analyses, proposals, implementation plans for new programs, and the design and implementation of changes to existing programs. - (Essential)
5% - COMMUNICATION • Communicate effectively with DOM management staff, MUSCP and MUHA and ICCE Leadership, division faculty, institutional representatives and others to optimize division administration. • Assist Division Director with the development and communication of divisional policies and procedures. • Develop and maintain archive of division documents including faculty CVs, publications, research awards, etc. • Responsible for collaborating with the DOM Communications team to insure timely maintenance of the Division's website. - (Essential)
5% - EDUCATION • Partner with Fellowship Program Director and Coordinator to ensure the effective management of the Fellowship Training Program. • Coordinate the recruitment and hiring for post-doctoral fellows and clinical fellows. • Insure all ACGME protocols are followed and GME Office deadlines are met. - (Essential)
Minimum Experience and Training Requirements: A bachelor's degree and five years relevant experience in Administrative services, public administration or business management.
Physical Requirements: Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/20 vision, corrected. (Continuous) Ability to see and recognize objects close at hand. (Frequent) Ability to see and recognize objects at a distance. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Frequent)