Department Administrator

Stony Brook University•Stony Brook, NY

About The Position

The Department Administrator functions as the chief operating and financial administrator in support of the complex and interrelated missions of the department. Reporting to the Department Chairperson (with a dotted line report to the SOM Associate Vice President for Administration & Finance), this individual serves as the principal non-physician leader responsible for the clinical and academic business activities and administrative services in the department. As a partner to the Chair, the Administrator will directly manage operations, human resource activities, financial planning, and budgeting for the department and its faculty practice. The individual shares responsibility with the Chair for supporting and managing administrative aspects of the department's research, education, personnel, strategic initiatives, and other business activities at all sites. Serving as the Department’s management liaison, the successful candidate will be required to develop relationships with members of the faculty, representatives from the School of Medicine, Stony Brook University Hospital, the central practice plan and other department administrators. The Department Administrator for the Pathology department will have organization skills in planning and implementing administrative controls. Excellent written and verbal communication skills are necessary for the position, and the Department Administrator will manage multiple projects and initiatives simultaneously. The successful incumbent will have familiarity with faculty, personnel, salary, and advancement issues, as well as the familiarity of funds flow matters in an academic setting.

Requirements

Bachelor’s degree (foreign equivalent or higher) in healthcare administration, business administration or a related field.
Five (5) years of full-time, progressively responsible experience in business management, financial planning, human resource management in a healthcare environment, and/or administration of an academic healthcare department.
Experience managing complex projects.
Budget management experience.
Staff oversight and supervisory experience.

Nice To Haves

Master’s degree (foreign equivalent or higher) in healthcare administration, business administration or a related field.
Six (6) or more years of full-time, progressively responsible experience in business management, financial planning, human resource management in a healthcare environment, and/or administration of an academic healthcare department.
Knowledge of healthcare administration including reimbursement practices.
Knowledge of health-related state and federal laws and regulations.
Experience in healthcare finance and/or healthcare operations management.
Knowledge of regulation of clinical and academic funding sources.
Knowledge of HR policies/procedures.
Healthcare marketing experience.
Research administration experience.
Experience with personnel issues.
Proficiency with Microsoft Suite with Word, Access, and Excel.
Experience with submission and management of research grant applications.
Working knowledge of SUNY State, Research Foundation (RF), and Stony Brook Foundation (SBF) budget, personnel, and purchasing policies & procedures.
Familiarity with Renaissance School of Medicine (RSOM) practices and procedures.

Responsibilities

Financial Planning and Budgeting: Responsible for the management of all departmental fiscal affairs from various funding sources, including State, CPMP, Research IFR, and SBF. Develop projection reports and business plans. Advise the Chair and faculty regarding strategies to meet fiscal needs, implications and consequences. Develop budget proposals, policies and fiscal guidelines that support Department goals and growth. Develop various projection reports and advise Chair on strategies to meet fiscal needs, implications and consequences
Determine, monitor and control expenditures required to manage the operational, research and personnel expenses of the department. Ensure deadlines are met. Track start-up funds and assist faculty with research award budget management.
Monitor and track allocations to ensure proper and accurate administration. Work independently to resolve account discrepancies. Work with various campus offices such as Procurement, Accounts Payable, Accounting, SBF Accounts Payable, Grants Management, and Sponsored Programs. Maintain detailed and accurate records of revenues and expenses. Make projections of financial needs of the Department on both a short-term and an annual basis.
Human Resources Management: Responsible for all HR transactions within the Department using various funding sources. Assure sufficient salary allotment for employees. Administer APT process for faculty. Develop and submit position descriptions and recruitment plans for all faculty and staff. Develop and monitor faculty and staff incentive plans. Advise Chair and faculty of HR regulations and strategies as they relate to departmental actions. Supervise Office Manager, Clinical Manager and Residency Coordinator. Counsel staff as needed. Provide support to and serve on Department search committees and assist with faculty recruitment efforts.
Oversee and lead Main Office and Graduate direct reports. Includes recruiting, hiring, setting up objectives, workload distribution, personnel issues, annual performance programs/evaluations. approval for time off, and staff professional development. Find opportunities for team training and skills advancement. Provide direction for team members, and coordinate projects.
Supervision of non-faculty personnel administration.
Clinical Practice Management: Responsible for all aspects of the clinical practice. Assure compliance with JCAHO, DOH and HIPAA regulations. Advise Chair and faculty on proposed legislation or local policy changes that impact the practice. Evaluate and assess practice methodologies and processes to eliminate or reduce duplication. Administer legal aspects of the professional corporation. Implement all CPMP practice service standards and policies, including A/R tracking, managed care policies and office procedures to maximize revenue. Responsible for all aspects of patient relations. Oversee all outpatient practice operations including patient flow, scheduling, allocation of resources, equipment, and facilities. Initiate and administer marketing endeavors. Develop and update patient brochures and marketing materials.
Medical Staff Administration: Oversee medical staff appointment/renewal. The Administrator is responsible for smooth administrative work throughout the Department, employee team effort, and the general sense of employee satisfaction.
Anatomic Pathology Administration: Oversee of the Hospital Anatomic Pathology Administrator who manages the Anatomic Pathology Hospital Laboratory Associate Technical Directors (or Lead technologists). This will include periodic review of budget and capital expense proposals, development of new laboratory initiatives, inspection readiness, policy changes, staffing, hiring and employee relations. The Senior Academic Administrator will report on these areas to Pathology leadership and facilitate problem solving and resolution.
Facilities Management: Identify space needs and solutions. Present proposals that maximize space. Optimize and maintain current space.
Research Grant Administration: Oversee, review and approve faculty grant/IRB submissions to ensure accuracy and compliance with departmental and institutional guidelines. Aid faculty with grant proposal development and grant expenditure monitoring.
Other duties as assigned: Special reports, liaison with internal/external agencies, development and administration of management information systems. Risk management.
Serve on the Finance Committee, Space Committee, and other committees as appropriate.
Participate in University test projects for implementing new systems such as MyResearch and TMS.
Assist in the development of budget and operational policies in consultation with Chair and Finance Committee and communicate such to Department members. Attend faculty meetings.
Prepare special correspondence and reports for the Department and University/RSOM offices to include financial analysis and Department demographic information. Liaison with internal/external departments.
Collaborate with faculty and staff regarding problem resolution and provide support in implementing content.
Other duties or projects as assigned as appropriate to rank and departmental mission.