Reporting directly to the Associate Dean for Business, Finance & Administration of the School of Medicine, the Department Administrator (DA) acts as a business partner and senior advisor, with indirect reporting to the Department Chair of Psychiatry and Behavioral Sciences. The Department Administrator will oversee both the Department of Psychiatry and Behavioral Sciences and Elam Mental Health Center business and financial operations. The DA is tasked with managing the Department’s clinical, educational, and research initiatives, as well as planning and overseeing its financial operations. The primary duties of the DA include developing, implementing, directing, and providing comprehensive management of the administrative framework for a complex and widely distributed academic department, ensuring support for the chairs’ academic, research, and clinical programs, whether they are based in the university or the hospital. The scope of this position necessitates administrative leadership in various areas, including general administration, financial management, organizational development, labor relations, marketing, operations management, information systems management, and the overall development and implementation of policies and procedures. The overarching responsibility is to guarantee the optimal selection and utilization of resources to maintain and enhance the department’s programs.

Essential Functions (Principal Duties and Job Responsibilities):

Financial Management, Planning, Budgeting, and Analysis

• Preparation, execution, and oversight of the budget. Fully accountable to the Chair for the administration of all funds acquired.
• Oversee all contracts and handle all financial matters of the department from diverse funding sources.
• Create budget proposals, policies, and financial guidelines that facilitate departmental expansion.
• Generate projection reports, business plans, and provide counsel to the Chair and faculty on strategies to address fiscal requirements.
• Formulate and oversee the annual operating budget for the department.
• Compile monthly financial statements for the Department Chair.

Research Grant Administration

• Supervise, evaluate, and authorize faculty grant/Institutional Review Board (IRB) submissions to guarantee precision and adherence to departmental and institutional regulations.
• Support faculty in the development of grant proposals and the monitoring of grant expenditures.
• Collaborate with the department head to enhance and expand basic and translational research within the internal medicine department.
• Aid in the search for new grant opportunities, potential grant awards, and the preparation of grant reports for both sponsored and non-sponsored research.
• Assist in addressing challenges related to research space, equipment, and procurement.

Human Resources Management

• Work in conjunction with the Human Resources Department to develop strategies for recruitment and assignments. In collaboration with Human Resources, responsible for all Human Resources transactions within the Department, employing various funding sources.
• Ensure adequate salary is allocated to employees. Manage the APT process for faculty.
• Formulate and present position descriptions and recruitment strategies for all faculty and staff. Must possess knowledge of institutional State and Federal regulations and elements of Fringe Benefits Programs. Develop and oversee faculty and staff incentive programs.
• Advise the Chair and faculty on Human Resources policies and strategies as they pertain to departmental activities. Supervise Managers, Coordinators, and Assistants. Provide counseling to staff as necessary.

Clinical Practice Management

• Collaborate with the Clinic Manager on all elements of the Clinical Practice. Ensure adherence to JCAHO, DOH, and HIPAA regulations. Guide to the Chair and faculty regarding proposed legislation or local policy modifications that affect the Practice. Analyze and evaluate Practice methodologies and processes to eliminate or minimize redundancy.
• Collaborate with the Clinic Manager to execute all Clinical Practice Management Plan (CPMP) service standards and policies. Formulate and manage the fee structure, collection policies, accounts receivable tracking, managed care policies, and office procedures to optimize revenue.
• Support the Chair in formulating and negotiating Memoranda of Agreement (MOA) and contracts concerning financial and/or personnel issues with the Hospital and other relevant entities as required.
• Collaborate with the Clinic Manager to oversee all facets of patient relations, including supervision of all outpatient practice operations, including patient flow, scheduling, resource allocation, equipment usage, and service quality.
• Initiate and manage marketing initiatives. Engage in the clinical integration process as it pertains to the Department.
• Work with the marketing and communications office to create and revise patient brochures and marketing materials.

Educational Program Management

• Assist the Chair with oversight of graduate medical education, continuing medical education, and medical education programs.
• Contribute to administrative policy decision-making related to educational program management.   

Facilities Management

• Identify space needed and solutions. Present proposals that maximize space. Optimize and maintain the current space.
• Evaluate and authorize all lease agreements pertaining to clinical spaces and equipment within the department.
• Generate specialized reports, acting as the intermediary with both internal and external agencies, and create and manage management information systems.
• Perform other duties as assigned by the Chair.

                                                                                                               

Knowledge, Skills and Abilities Required:

• Effective leadership and organizational skills.
• proven ability to manage and lead staff in a changing environment.
• development/strategic planning/marketing with multiple management abilities, including clinical, administrative, research, education, financial, human resources, facilities and information technology, and compliance.
• Ability to express oneself clearly and concisely, both orally and in writing.
• expert-level skills in Microsoft office applications.
• Knowledge of quality assurance issues and techniques.
• Excellent organizational and leadership skills
• Familiarity with office management procedures and basic accounting principles
• Proficient in MS Office, with working knowledge of office equipment
• Ability to work independently and as part of a team
• Strong problem-solving skills

Education and Experience Required:

• Master of Business Administration with five years of experience in accounting and finance

• Previous experience in a similar administrative role, preferably within a healthcare or educational setting

Licensure, Certification or Registration Required:

N/A

Licensure, Certification or Registration Preferred:

N/A