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JOB LOCATION Department of Ophthalmology – 2351 Erwin Road JOB SUMMARY The Division Administrative Manager provides overall administrative oversight and coordination of a variety of business related functions as they pertain to finance, clinical management, staffing and staffing development, education, and research. JOB DUTIES AND RESPONSIBILITIES FINANCIAL: In conjunction with the CAO, Finance, Performance Services, and other appropriate entities create a divisional budget, prepare reports and analyses including clinical dashboards, sectional funds balances, fellowship funds balances, gifts, DME.
Present these reports to the Division Chief and division faculty, as appropriate, on a regular basis. In partnership with Finance Director and CAO, conduct 1:1 annual review meetings with faculty within supported divisions. CLINICAL: Work with Ambulatory Operations Director, and respective Practice Administrators, to understand and facilitate operational efficiencies for locations where the division has clinical involvement.
Provide feedback and insight regarding expansion and strategic planning, for both the division and department clinical enterprise. Work with the Revenue Manager to understand/interpret reports, identify trends, and understand rationale behind them. Facilitate communication between Revenue Manager and the Chief/divisional faculty to ensure understanding of billing processes, charges, receipts, etc.
In locations where administrative and clinical support coexist, work with clinic leadership to promote and ensure regular, consistent teamwork among the two groups in support of faculty clinical practice. Maintain communication with marketing/communications liaisons to understand Duke Health marketing initiatives and how they pertain to division/department growth/accessibility and a positive patient experience. Along with Duke Health Access Services and the Clinical Operations team, identify creative and sustainable ways to overcome barriers in an effort to provide optimal access for patients (right provider, right time, and right location).
OUTREACH AND PROGRAMS OF EXCELLENCE: Oversee Global Ophthalmology Program and GO Program Coordinator, assuring compliance with all Duke Health policies. Work closely with Development Officer to coordinate funding opportunities for all programs that fall within supported divisions. Oversee programs of excellence that fall within supported divisions, providing ongoing support, communication and assistance in long term strategic planning and growth.
MARKETING AND COMMUNICATIONS MANAGEMENT: Oversee all Eye Center related marketing and communications efforts in partnership with the Department Chair and Chief Administrator to develop marketing plan for Eye Center. Partner with leadership to identify new markets to enter and continue to develop current markets. Liaison with DUHS marketing to present a unified, consistent brand between the Eye Center and Duke Medicine.
Understand flow of fellowship funding from various sources (hospital, industry, grant, etc.). Work with the Division Chief, Finance team, and Revenue Manager to ensure that billing fellows are billing appropriately and that reimbursement is being credited back to them. With the Finance team, track the cost of fellows against their reimbursements; keep the Chief abreast of any financial risk that exists with respect to fellows not covering their costs.
RESEARCH: Work closely with the Research Practice Manager and CRU Financial Practice Manager, stay abreast of division research activity. Understand the implications of current and future research opportunities (unfunded, industry sponsored, basic, clinical, etc.) as they pertain to the financial outlook and overall missions of the division. Possess knowledge as to the volume of retrospective studies performed by residents/fellows within the division and, under the guidance of faculty, any K-Awards that carry significant clinical implications.
Understand the role of the CRCs as they relate to the division. While the CRCs are under the supervision of the RPM, the Division Administrator is responsible for the financial backing of CRCs and will need to have in-depth knowledge and regular communication around their funding sources. Additionally, CRCs are likely to have regular/frequent interactions with division Staff Assistants; knowledge of roles/responsibilities of CRCs and a high level understanding of active studies to which CRCs are assigned is imperative.
Knowledge and understanding of CRC workflows as they pertain to Staff Assistants and clinical staff is also relevant to the Division Administrator. TALENT DEVELOPMENT: Work closely with Medical Staff Recruitment to identify faculty candidates for the divisions supported, conduct interviews with candidates, provide support to candidates throughout the interview process, and create offer letters and compensation projections.
Generate position proformas annually for Department position planning and budgeting for faculty and fellow positions within supported divisions. Supervise and coordinate work of designated employees which typically includes divisional Staff Assistants and Program Coordinators. In conjunction with the HR Manager, manage personnel activities to meet department and University objectives, policies, and procedures.
As needed/when indicated (and in conjunction with strategic planning), create/update policies and procedures for divisional and departmental employees. Advise on employment terms and appointment procedures of faculty, as appropriate. Engage with clinic and PRMO staff; work in concert with Practice Administrators and the Ambulatory Operations Director to ensure faculty support across all components (research/DHIP/University, etc).
JOB ELIGIBILITY REQUIREMENTS Bachelor's degree required. Work requires seven years of progressive administrative experience, generally in a hospital, health care or similar service industry to become proficient in managing quality of care and financial performance over assigned hospital service line. A Master's degree in Hospital Administration, Business Administration or a related field may be substituted for experience on a 1:1 basis.
JOB HOURS The schedule for this position is day shifts, Monday-Friday, with no weekends or holidays. Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military status.
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