Manager Administrative Operations

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The department of Surgery has an exciting opportunity for a Manager, Administrative Operations evaluates, administers, and manages all business and administrative matters including budget, operations, programs and personnel administration for the assigned department. This position also provides financial analysis and strategic planning as well as manages the budgetary controls in partnership with various levels of management.

CORE JOB FUNCTIONS                                                                                           

• Manages, implements, coordinates, plans and evaluates the business operations for the department/division, which may include statistical, performance and managerial reporting, budget support, capital planning, and process improvement.

• Develops and ensures adherence to department’s annual budget, in accordance with University guidelines and policies. 

• Participates in financial analysis and planning including monitoring and reporting on monthly budget variances and opportunities to improve performance.

• Advances strategic financial plan and makes recommendations to senior management on how to best execute the department’s plan.

• Formulates department policies and guidelines to carry out the University and department mission.

• Oversees the review, approval and reporting of all expenditures. 

• Reviews and approves financial transactions.

• Creates and manages support systems to ensure availability of cost effective supplies, equipment, and management information.

• Monitors contractual obligations and ensures consistency with departmental budget, goals, and programmatic initiatives.

• Evaluates existing internal controls and approval processes, and makes recommendations on how to improve fiscal integrity and operational efficiency.

• Implements department human resources actions, which may include hiring, terminations, salary etc. 

• Recruits, trains and prepares performance reports for staff.

• Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures.

• Ensures employees are trained on controls within the function and on University policy and procedures.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                        

• Bachelor’s degree in relevant field required

• Minimum 3 years of relevant experience

Department Specific Functions

• Supervises, orients, trains, evaluates and monitors on-the-job performance of surgical scheduling staff, using positive reinforcement and recognition; ensures staff members adhere to all established policies and procedures related to operations and continuously monitors compliance.

• Assist and directly support Division Leadership, Chief and Section Chief(s) with all administrative, clinical and educational tasks and requirements.

• Coordinate/facilitate faculty meetings and activities.

• Monitor and ensure faculty compliance with privilege appointments to our designated service sites/hospitals.

• Ensures there is adequate coverage.

• Communicates with clinical staff to ensure all patient surgeries are scheduled properly following all the guidelines, including clearances and pre-op testing.

• Acts as a resource for any departmental staff or managers when it comes to information about registration, insurance verifications, and documentation guidelines including advising or referring providers to appropriate sources accordingly.

• Ensures staff to faculty ratio is accurate, created a uniform structure for clinical operational support across all Divisions.

• Recruiting, interviewing, and filling positions.

• Responsible for completing and managing employee time records in Workday.

• Assumes accountability for completing yearly and special performance appraisa