Clinical Division Administrator (Administrative Director)

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Duke Health Integrated Practice

 

Duke Health Integrated Practice comprises more than 110 primary and specialty outpatient clinics, extending the reach of the Duke Health mission across the state of North Carolina.

 

JOB LOCATION

Department of Psychiatry - 2400 Pratt Street

 

JOB SUMMARY

We are seeking a Clinical Division Administrator (Administrative Director) to ensure the clinical administrative, productivity, compensation, and financial stability for the clinical operations in partnership with leadership and finance.

 

JOB DUTIES AND RESPONSIBILITIES

OPERATIONS MANAGEMENT

The DA manages all operational activities for the Division in coordination and collaboration with the Division Directors; whether directly engaged, assigned to Division members, or delivered by Department leadership.  Responsibilities include:

• Scheduling and directing division meetings, programmatic communications, operational planning in concert with the Division Director(s) as it relates to Clinical Faculty
• Providing financial and programmatic oversight for the Clinical Faculty.
• Serving as the administrative liaison for the Division with programs across Duke and our affiliate sites.
• Ensuring that administrative services in the Division are compliant with all applicable Department and institution policies and procedures.
• Providing administrative direction and coordination of day-to-day functions, including those involving other Duke entities whose work impacts the business of the Division.
• Ensuring the Division’s clinical webpages are properly maintained and reflect current information in collaboration with the Director of Communications.

 

CLINICAL ADMINISTRATION

The DA in coordination and collaboration with the DDRA, Division Directors and Chair’s central finance team to accomplish the following responsibilities, including:

• Partnering with the Clinical Division Directors and the Duke Service line leader to facilitate the management of the clinical enterprise for the Dept. of Psychiatry and Behavioral Medicine.  This may include some of the following and others to be defined:
  • Oversight the facilitation of clinical FTE, rotations, site locations, and clinical productivity for each faculty provider.
  • Management of clinical contracts with Dept. Finance and the Division Directors.
  • Strategic business planning and modeling for the clinical future of the Divisions.
  • Support of the recruitment process and managing specific tasks such as drafting term sheets and offer letters.

 

BUDGET AND FINANCIAL MANAGEMENT

The DA manages in coordination with the Psychiatry Finance team the clinical faculty portion of the annual budget process for SOM and DHIP.  Responsibilities include:

• Strategically managing financial resources for the Division to achieve optimal utilization, including financial planning, budgeting and accounting functions of the academic unit.
• Exercising independent judgment and decision-making authority as delegated by the Division Director(s) to facilitate the optimal use of all resources.

• Coordinating, monitoring and managing separate budgetary programs within the Division/s.
• Directing faculty discretionary and divisional operational codes and analytical review.

• Advocating high standards, and holding staff and faculty accountable to department and Duke financial management policies involving personnel/payroll, purchasing, budget management and travel.
• Coordinating the preparation of regular financial reporting.
• Providing the planning, budgeting and accounting functions for operating, capital and gift budgets; employing appropriate stewardship of available funding streams.
• Analytically reviewing financial reports and records and initiating corrective action.
• Providing fiscal guidance and counsel to faculty an