Clinical Division Administrator (Administrative Director)

JOB DUTIES AND RESPONSIBILITIES: OPERATIONS MANAGEMENTScheduling and directing division meetings, programmatic communications, operational planning in concert with the Division Director(s) as it relates to Clinical Faculty Providing financial and programmatic oversight for the Clinical Faculty. Serving as the administrative liaison for the Division with programs across Duke and our affiliate sites. Ensuring that administrative services in the Division are compliant with all applicable Department and institution policies and procedures. Providing administrative direction and coordination of day-to-day functions, including those involving other Duke entities whose work impacts the business of the Division. Ensuring the Division’s clinical webpages are properly maintained and reflect current information in collaboration with the Director of Communications. CLINICAL ADMINISTRATIONPartnering with the Clinical Division Directors and the Duke Service line leader to facilitate the management of the clinical enterprise for the Dept. of Psychiatry and Behavioral Medicine. This may include some of the following and others to be defined: Oversight the facilitation of clinical FTE, rotations, site locations, and clinical productivity for each faculty provider. Management of clinical contracts with Dept. Finance and the Division Directors. Strategic business planning and modeling for the clinical future of the Divisions. Support of the recruitment process and managing specific tasks such as drafting term sheets and offer letters. BUDGET AND FINANCIAL MANAGEMENTStrategically managing financial resources for the Division to achieve optimal utilization, including financial planning, budgeting and accounting functions of the academic unit. Exercising independent judgment and decision-making authority as delegated by the Division Director(s) to facilitate the optimal use of all resources. Coordinating, monitoring and managing separate budgetary programs within the Division/s. Directing faculty discretionary and divisional operational codes and analytical review. Advocating high standards, and holding staff and faculty accountable to department and Duke financial management policies involving personnel/payroll, purchasing, budget management and travel. Coordinating the preparation of regular financial reporting. Providing the planning, budgeting and accounting functions for operating, capital and gift budgets; employing appropriate stewardship of available funding streams. Analytically reviewing financial reports and records and initiating corrective action. Providing fiscal guidance and counsel to faculty and staff to help facilitate leadership’s ability to achieve scientific and educational goals. Coordinating, analyzing, and implementing periodic reporting for leaders and clinical faculty on productivity metrics and FTE management. PEOPLE MANAGEMENTManaging a team of 4-5 clinical administration support staff. Refining and developing an efficient administrative process that provides the necessary level of support services needed for the Division’s continued success and strategic growth related to Clinical Faculty. Understanding and appropriately implementing the varied policies and procedures for faculty and staff. This requires close interaction and uniformity with department HR and central administrative team recommendations. Managing administrative aspects of faculty appointment, promotion/tenure, and non-renewal processes for the clinical faculty in partnership and direction of the Departments APT Team. Support Division annual faculty and staff performance evaluation process with communication and completing evaluations. Recruiting, interviewing, selecting and critically evaluating the performance of staff who report to the DA.Providing oversight and assistance for Clinical Division faculty in recruitment and onboarding of new personnel as needed. RESEARCH ADMINISTRATIONUnderstanding all grants and contracts funding sources and how they impact Clinical Faculty and their portfolios and FTE management Actively, accurately and appropriately managing faculty salary distribution on research fund codes in coordination with and advisement from the Research Administration Team. Managing effort and the distribution of faculty total professional effort and for ensuring annual effort reporting and certification. Collaborating with central administrative staff to ensure timely invoicing, collection and the mitigation of potential overdrafts or write-offs related to sponsored research activity. Managing cost share obligations and commitments. SPACE & FACILITIES ADMINISTRATIONCoordinating the support services necessary to ensure the operation of the Division’s facilities. Administering remodeling projects and development including design, implementation, relocation. Analyzing space and equipment, and preparing timely annual space and capital reporting. Reviewing space usage efficiency and additional space request by faculty. Working collaboratively with faculty and staff to manage capital equipment and assets. JOB ELIGIBILITY REQUIREMENTSMaster's degree, preferably in business, finance, or related science field.5-7 years of progressive professional business or management experience which includes experience in a clinical or healthcare environment; experience with budgeting, grants and contracts, personnel supervision and space and facilities management OR an equivalent combination of experience, education, and training. Current or previous Duke experience required (at least 2 years).PREFERRED QUALIFICATIONSExperience in an academic medical center setting with matrixed reporting relationships, shared services models, and/or research administration is highly preferred. Excellent verbal and written communications skills and strong interpersonal skills are required. Proven capacity to generate, revise and monitor budgets is also required. Attention to detail and strong computer software skills, including in depth knowledge of Excel advanced functions are necessary to develop and present critical, confidential information. Exceptional integrity, intelligence, maturity, and successful experience navigating complex organizational settings. Ability to work independently in a fast-paced environment, make sound judgments, handle confidential information, and be a creative, energetic problem solver. JOB HOURS The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays. Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military status. Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an 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.