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ASSOCIATE CHIEF ADMINISTRATIVE OFFICER
Job Title: ASSOCIATE CHIEF ADMINISTRATIVE OFFICER
Job Code: 1022
Job Level: 98
Revised Date: 04/30/2021
Job Family: JF 28
Reporting to the Vice Chair for Administration and Finance and in collaboration with the Chairs Office and Division Leaders develops and leads strategic and tactical plans to meet the resource (human and material) needs of the Department of Medicine/Section of Surgical Sciences. Serving as a key liaison between the School of Medicine, the departments, centers and institutes within the School, the Health System, and the Primary Diagnostics Practice (PDC) designs and implements uniform, efficient, and effective processes for business planning, financial analysis, and resource allocation, across all research and clinical operations for the Department of Medicine/Section of Surgical Sciences.
Collaborate with Chair and Vice Chairs on administrative functions and departmental strategy associated with the three core missions, in conjunction with the Vice Chair of Administration & Finance.
Develop an on-going 5 year operating and clinical expansion plan for the Department, and help formulate financial strategies and contingencies
Lead all budget discussions and development with the Vice Chair for Administration and Director of Finance working together with School of Medicine, Health System and PDC.
Develop systematic methods for evaluating the financial impact of programs, special projects and performance improvement initiatives in the clinical and research areas.
Serve as the Departments primary evaluator of uses of funds and cost allocation value with the Chairs Office and the senior leadership of the department.
Understand the financial condition of the Department as the School of Medicine and the PDC see the information, and translating these data to the Chairs Office view and the divisional detail.
Make decisions on complex financial methodologies involving all aspects of funds flow and cost allocation strategies.
Lead financial redesign efforts relating to the methodologies for allocating departmental funds as needed.
Present Department financial information to leadership venues, faculty orientation sessions, manager meetings, etc.
Establish relationships with finance professionals in the departments, University and Health System, leading to increased trust and cooperation
Participate on committees across the School and Health System on such topics as financial funds flow, risk evaluation, effort reporting, APT initiatives, Space, SAP and other system priorities, etc.
Assist the Vice Chair for Administration and Finance with new strategies for efficiency and/or revenue generation.
Serve as a key thought leader in the clinical integration process, including the effort to create consistency of accounting practices in the division.
Build on the division administrator community; serve as a leader in the development/training process for the administrators.
Continue to refine roles, responsibilities, and accountability methods for finance/accounting/ management functions cross-departmental organizational lines.
Become a leader in the national Group on Business Affairs in the AAMC in order to evaluate how other schools of medicine are organized and other opportunities for improvement in systems.
ANALYTIC DECISION SUPPORT
Strengthen data support functions across the three missions of the department to enhance business intelligence capabilities that support decision-making of the Chair, Vice Chairs, and Divisional leadership.
Create strategic frameworks and methodologies to drive critical financial decisions, including improved financial reporting tools for the divisions.
Work with the Vice Chair for Administration to standardize key management practices.
Work directly with the Chair and Vice Chair for Administration and Finance on performance metrics for vice chairs and division chiefs and administrators as it relates to the Chair and Schools metrics and the departmental an incentive process.
Work with the data analytics personnel within the department and in central SOM and University programming offices to collaborate on uses of data and creation of shared data marts for development of dashboards for monitoring of the departments success and allowing for better decision making.
Provide oversight of the Departments reporting processes, provide timely management reports to Chairs office.
Coordinate analytical requests relating to research productivity, space efficiency, financial trends, faculty composition, rank and diversity, trainees, clinical productivity measures and other ad hoc requests.
Address interdepartmental barriers to delivery of care including staffing, equipment, space, and facilities.
Ensures that care delivery is consistent with policies and clinical quality standards, federal and state laws and regulations, and accreditation requirements.
Evaluate and manage financial models and applications including internal controls and staffing models, including allocation of faculty and staff salaries including annual FIP bonuses and effort reporting.
Set strategies for department coordination on issues related to finance, APT, HR, space, or compliance, translating into new policies and procedures, etc.
Resolve issues raised by faculty and division administrators on matters related to finance, APT, human resources, space, benchmarks, systems, etc.
Work with the departmental personnel and School of Medicine central offices on space planning, emergency issues, and development of space management guidelines and productivity measures.
Negotiate difficult topics between departments/centers (e.g., moving faculty from a department to a center, including issues related to sharing of indirect and space assignment).
The above statements describe the general nature and level of work performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Required Qualifications at this Level
Bachelor degree in business, finance, accounting, or related field required. Master degree in related field highly preferred.
Ten or more years of experience managing administration and financial operations in a healthcare or medical research related organization. Experience in financial control systems, grants and contracts management, information systems, and all financial aspects relating to complex academic medical research systems.
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.