Administrative Manager

Advocate Health and Hospitals Corporation • Wake Forest, NC

4d • $29 - $43

About The Position

The Administrative Manager provides operational, HR, financial, and faculty-support leadership for the large and complex Gerontology Section. This role oversees the administrative support team and personally performs advanced administrative functions requiring deep institutional knowledge, independent judgment, and exceptional organizational skill. The Administrative Manager serves as the section’s expert in Workday, Deem, Mountain Pass, Microsoft 365, and key compliance areas including credentialing, faculty affairs, travel/expense, CE/CME, and Uniform Guidance.

Requirements

• Bachelor’s degree in business, healthcare administration, or related field.
• 5+ years of management experience.
• Advanced proficiency in Microsoft 365.
• Strong ERP experience (Workday preferred).
• Experience supporting administrative, academic, or clinical operations.
• Strong communication, analytical, and organizational skills.
• Ability to manage sensitive information and maintain confidentiality.

Nice To Haves

• Experience with Deem travel system
• Working knowledge of Uniform Guidance
• Familiarity with NIH and NIA requirements
• Experience supporting faculty in an academic medical center
• Experience coordinating CE/CME and professional development reimbursement workflows

Responsibilities

• Faculty Affairs & Mountain Pass (Manager-Owned) Serve as the section’s expert in Mountain Pass. Prepare and submit all faculty appointment documentation, including: Adjunct Secondary Emeritus Draft letters, track approvals, and maintain documentation for faculty affairs. Coordinate with Faculty Affairs and departmental administration to ensure timely compliance.
• Clinical Credentialing & Compliance Oversee credentialing and recredentialing processes for faculty and advanced practice providers. Manage and track all faculty licenses, including: Medical license(s) DEA license Any required specialty certifications Maintain faculty transcripts and compliance files. Serve as the primary contact for compliance documentation requests.
• Time Study & Huron Complete faculty Time Study submissions. Maintain Huron access and ensure faculty reports meet institutional and federal standards. Track deadlines and communicate requirements to faculty and leadership.
• Continuing Education, CME, and Professional Development Act as the section’s subject matter expert for: Continuing Education (CE) Continuing Medical Education (CME) Assist faculty with CE/CME registrations, reimbursements, documentation, and compliance. Manage Professional Development (PD) Fund tracking: Maintain detailed PD balance logs Communicate monthly balances to faculty Ensure PD spending aligns with institutional rules and Uniform Guidance Review all CE/CME and PD expenses for allowability.
• Research & Grants Support Not a grants manager role but must have strong working knowledge. Apply 2 CFR 200 Uniform Guidance to administrative, travel, and operating-expense decisions. Identify allowability, allocability, and reasonableness issues in expenses and purchases. Support faculty and grants staff with: Biosketch preparation and updates Other Support documentation Maintain familiarity with NIH and NIA requirements and preferred formats for compliance. Understand connections between travel, procurement, payroll, and grant compliance.
• Systems Leadership & Technical Expertise Microsoft 365 – Required, Advanced Proficiency Outlook (advanced delegation and calendar management) Teams (channels, tagging, file management) SharePoint (site permissions, document structure) Excel (formulas, reconciliation, compliance tracking logs) Word, PowerPoint OneDrive file organization and shared access management ERP Systems – Required (Workday Strongly Preferred) HR and staffing transactions; supervisory org updates Onboarding, job changes, position modifications Expense reports, P-card verification, spend authorizations Supplier setup, PO requisitions, supplier invoices, misc payments Running and interpreting Workday reports Troubleshooting Workday issues and guiding faculty/staff Travel System Expertise – Deem Preferred Manage faculty travel through Deem (airfare, hotel, transportation). Set up travel profiles, preferences, and delegations. Ensure proper integration between Deem and Workday expense. Assist with itineraries, receipts, and required supporting documentation.
• Human Resources, Supervisory Duties & Team Leadership Supervise administrative support staff, delegate tasks, and maintain cross-training. Assist with hiring, onboarding, evaluations, coaching, and performance management. Support employee engagement, retention, and workforce development. Serve as the administrative escalation point for faculty and staff questions. Review timecards in Symplr, approve PTO requests, and monitor attendance.
• Operational Management Manage day-to-day administrative operations for a large academic section. Oversee space planning, office setup, equipment needs, and facility-related ticketing. Coordinate meetings, events, faculty calendars, room reservations, and logistics. Oversee mail, phones, office supply management, purchasing, and vendor interactions. Serve as the liaison with Internal Medicine leadership, clinical operations, HR, IT, Facilities, Housekeeping, and Security.

Benefits

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

What This Job Offers

• Job Type: Full-time
• Career Level: Manager