Department Administrator - Ophthalmology and Visual Neurosciences

Apply for Job Job ID 364215
Location Twin Cities
Job Family Administration-General
Full/Part Time Full-Time
Regular/Temporary Regular
Job Code 9341M2
Employee Class Acad Prof and Admin
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About the Job

Administrative Manager 2 / Job Code: 9341M2

Working Title: Department Administrator

Job Summary:

As the Department Administrator, you play a pivotal role within our Medical School's Department of Ophthalmology and Visual Neurosciences (OVNS). Reporting directly to the Department Head, you function as an integral part of the Department's leadership team. Your responsibilities encompass strategic development, priority setting, and administrative leadership. Additionally, you serve as a strategic administrative dyad partner to the Department Head, aligning your efforts with their vision for the Department.

We are a growing department of more than 30 faculty members and 50 staff employees, along with 15 residents, and 5 fellowship programs. This position has 5 direct reports, which include the Residency Program Coordinator and the Department's administrative team.

The Department Administrator partners with faculty leaders from other departments, as well as other managers from throughout the Medical School, UMPhysicians (UMP), M Health Fairview, Regions and other affiliate and contract sites.

This position is based out of Minneapolis, MN and is eligible for hybrid work-from-home (1 day per week) and/or on-campus work dependent upon individual performance and organizational need, though regular on-site work is expected. Because the University of Minnesota is a land-grant institution that serves the state, residing in Minnesota is typically required.

Job Responsibilities:

The Department Administrator has responsibility in the following areas:

Support Faculty Achievement Across the Tripartite Mission: 20 %

• Partner with Department Head and other faculty leaders to develop and implement strategic initiatives in alignment with the Department, UMP, and M Health Fairview.
• Support faculty leadership in achieving the desired balance of faculty effort across teaching, research, and clinical responsibilities.
• Understand and support implementing strategic growth plans of Service Lines and Division.
• Collaborate with HR and Finance to ensure efficient administrative support for faculty hiring requests, searches, hiring, onboarding, mentoring, promotions and tenure.
• Assures excellent communication within the Department and other key constituencies.
• Partner with the Department Chair, FOD finance, and the clinical practice to manage faculty compensation to ensure consistent application of compensation model.

Clinical Oversight & Management: 25%

• Partner with leadership of M Health Fairview service lines and domains, Business Development, UMP clinical operations teams, and medical directors to achieve organizational goals and align priorities.
• Oversees the physician scheduling processes and maintain clinical work schedules and assignments for faculty physicians.
• Partner with Department Head and Subspecialty Service Line/Domain leaders to manage faculty clinical activity within the division.
• Monitor clinical productivity and address operational issues with counterparts at clinical sites.
• Monitor contract activity and advise on the development of new contracts and strategic business development opportunities.

Faculty Management: 15%

• Manage administrative services to meet departmental needs and create a culture for success.
• Lead process improvement initiatives to ensure effective and efficient administrative support for the Department and Medical School.
• Oversee facility needs and technology needs of the Department, including management of research and office space.
• Provide inputs into financial budgets, monitor budgets and forecasts in partnership with the Center Finance Team. Advise on strategies to achieve financially sustainable organization. Partner with faculty leaders to reduce unfunded efforts.
• Implement the departmental compensation model with a strong understanding of funds flow necessary to support compensation.
• Collaborate with research administration to oversee grant awards.

Office Supervision & Leadership: 15%

• Manage and lead the administrative team supporting the Department Head and faculty needs within the Department to include supervision of the staff in the Department Head's office.
• Assigns and oversees duties, develops employee skills and engagement, and administers disciplinary actions when necessary.
• In collaboration with Department Leaders, align resources within the Department to ensure resources are allocated in support of the Department's strategic plan.
• Provide leadership for process improvement initiatives to ensure effective and efficient administrative support.
• Manage facilities needs of the Department, including remodeling and allocating space.
• Partner with Center HR staff on human resources needs of the Department, including employee relations, recruiting, compensation, payroll, leaves, HR transaction processing, and compliance.

Education: 10%

• Partner with Medical School education leadership and Department Head to harmonize education and integrate clinical and research efforts.
• Monitor department education infrastructure to ensure adequate resourcing of graduate medical education programs (residency, fellowships).

Research: 5 %

• Collaborate with research administration to meet the needs of the faculty.
• Coordinate large research initiatives, figuring out resource needs and ensuring infrastructure is adequate to meet needs.
• Align resources within the department to ensure resources are allocated in support of the Department's strategic plan.
• Works in partnership with FOD and the Medical School on grant management, pre- and post-award administration, and research budgets.
• Participate in long-range planning of research growth for the Department.

Communication and Stakeholder Engagement, Other: 10 %

• Serve as a liaison between the Department, Medical School, and affiliated entities.
• Partners closely with FOD Administrative Center on finance, human resources, contracting, compensation, research, Graduate Medical Education (GME), and administration to optimize effectiveness of both the Department and the Center. Engages Center staff at the appropriate time in initiatives, decisions, activities, and problem-solving.
• Respond to non-routine needs of the Department and Medical School.
• Oversee communication within the Department including newsletters, website, and internal communication.

Qualifications

Required Qualifications:

• Bachelor's degree in healthcare administration, business management, finance, or a related field.
• Minimum of 8 years of related experience .