Administrative Manager

Department:

38923 Wake Forest University Health Sciences - Gerontology

Status:

Full time

Benefits Eligible:

Yes

Hours Per Week:

40

Schedule Details/Additional Information:

Monday to Friday, onsite at Atrium Health Wake Forest Baptist in Winston-Salem, NC

Pay Range

$28.55 - $42.85

Onsite, full-time position (Monday through Friday) for an Administrative Manager who can provide 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.

Required

· 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.

Preferred

· 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

Key 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 – R