ASSOCIATE CHIEF ADMINISTRATIVE OFFICER

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary

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 Surgery. Serving as a key liaison between the School of Medicine, the departments, centers and institutes within the School, the Health System, and DHIP designs and implements uniform, efficient, and effective processes for business planning, financial analysis, and resource allocation, across all research, education and clinical operations for the Department of Surgery.

Work Performed

FINANCIAL LEADERSHIP

Collaborate with Chair and Vice Chairs on administrative functions and departmental strategy associated with the three core missions. Establish partnerships with administrative directors across missions to help facilitate financial understanding and administrative collaboration.

Understand and lead planning for departmental impacts to institutional funds flow changes with Vice Chair of Administration and Finance.

Lead all budget discussions and development with the Vice Chair for Administration and Finance and the finance team working together with School of Medicine, Health System and DHIP.

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 DHIP 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 department and across the divisions.

Support the division administrator team; 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.

Manage faculty compensation and partner with Senior Grants manager on faculty effort across the missions. Facilitate faculty compensation changes including increases, decreases and shifts with the VA. Lead and facilitate management of faculty cFTE setting process across the department.

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 and Finance 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.

RESOURCE MANAGEMENT

Oversee space allocation and management in the department in collaboration with finance team, research director and divisional administrators

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, proformas 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.

Minimum Qualifications

Education

Bachelor degree in business, finance, accounting, or related field required. Master degree in related field highly preferred.

Experience

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.

Job Code: 00001022 ASSOCIATE CHIEF ADMINISTRATIVE OFFICER
Job Level: 98

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.

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