Asst Dir, Clinical Admin

University of Rochester•City of Rochester, NY

2d•$86,482 - $129,723•Onsite

About The Position

The Asst. Director of Clinical Administration provides strategic, financial, and administrative leadership across the Division of Pediatric Infectious Disease, the Division of Pediatric Endocrinology, and a newly centralized Pediatric Referral and Call Center. This role is responsible for developing and sustaining the business management practices, planning mechanisms, and organizational infrastructure necessary to support high-quality clinical care, academic excellence, and operational efficiency across a multi-site pediatric enterprise. The Administrator partners closely with division chiefs, hospital leadership, and Medical Center administration to ensure fiscal stewardship, regulatory compliance, and continuous improvement while advancing the clinical, educational, research, and community missions of each division. This position carries direct accountability for operational budgets and manages staff through subordinate supervisors and serves as the primary operational administrator for standing up a centralized referral coordination and patient call center serving pediatric patients and their families across all divisions.

Requirements

Bachelor’s degree and 5 years of relevant experience required or equivalent combination of education and experience required

Responsibilities

Conduct a current state audit of all pediatric divisions on how they handle referrals, scheduling, and prior authorization. Including tools and FTEs
Work with Director of Operations to define a structure to support a pediatrics centralized team for referral coordination and call center operations
Create a staffing model to support this initiative
Serve as primary liaison between the centralized team and division medical directors, department administrators, and frontline clinical staff
Unify workflows, create SOP’s, and create KPI’s for measuring success
Manage referral team and call center
Oversees divisional activities to ensure efficient and effective operations.
Ensures completion of various surveys and reports.
Oversees quality assurance for the clinical and hospital programs in conjunction with appropriate leaders.
Maintains responsibility for purchases, approvals of major equipment, services, space and materials.
Serves in a facilitative role in the development phase of any new or revised activity.
Participates in the evaluation of the performance of the division.
Seeks opportunities to improve operations.
Develops and monitors salary, operating, and capital budgets.
Interacts with faculty regarding utilization of grants, contracts, clinical and gift/endowment funds.
Ensures fiscal control, utilizing policies and recommendations of University Audit.
Supervises account and purchasing functions, including reconciliation with university reports, problem resolution, and analyzing revenue and expense trends and variances.
Evaluates and analyzes budget information for appropriateness, exemptions, trends, and accuracy.
Manages fiscal aspects of the clinical practice(s), including fee setting, income and expense reports, and implementation of the faculty compensation plan.
Promotes accurate billing for all services and timely capture of charges.
Evaluates practice plan management information for trends and identify opportunities for revenue enhancement.
Works with faculty and leadership regarding appropriate utilization of grants, contracts, clinical revenue, and gift/endowment funds.
Review and authorize payroll, requisitions, request for payments, invoicing of contracts, and other expense transfers
Works with other managers to identify, hire, and evaluate all new, non‐technical staff for the division(s).
Responsible for the management of division staff, directly or indirectly.
Establishes internal policies and procedures.
Ensures compliance with university policies and procedures.
Advises faculty and staff on all aspects of personnel administration, including supervision, performance evaluation, compensation, progressive discipline, termination, sick leave and vacation, disability, and employee benefits, etc.
Prepares salary recommendations, distribution change forms, and all other personnel action forms.
Monitors staff and faculty compensation levels to ensure equity.
Evaluates changes in staff job responsibilities and develops requests for new positions and job reclassifications.
Leads employee engagement initiatives within the division(s).
Informs and advises on the administrative and fiscal activities in terms of strategic planning and problem resolution.
Represents the division(s), as appropriate, in interactions within the department, Strong Memorial Hospital, the Medical Center, and the community.
Represents the division to internal and external organizations involved in research, education, and patient care.
Serves as a resource in working with other departments of the University and Medical Center.
Serve on department and institutional committees as needed.
Participates in departments, hospital, and institutional committees as assigned
Other duties as assigned.