UNIV - Division Administrator - Psychiatry: Addiction Sciences Division

Job Description Summary

This role will serve as the Division Administrator for the Addiction Sciences Division within the Department of Psychiatry and Behavioral Sciences. This role acts as a liaison to the Division Director in the Department of Psychiatry (DOP) and ICCE Chief for Mental Health as well as the Vice Chair for Finance and Administration. This role communicates with MUHA and MUSC parties and is responsible for the overall operations of the Division, which includes financial management, research operations, support services, facilities, purchasing and inventory, information systems, medical staff privileging and credentialing, regulatory affairs, provider contracts, compliance, medical education, human resources, and academic affairs. The Division Administrator collaborates with the Division Directors, providing financial guidance, background information, and management advice and providing counsel to faculty and staff concerning administrative processes associated with clinic operations, finance, graduate medical education and research activities.

This position requires an ability to direct and manage multiple priorities, quickly analyze situations and make sound financial decisions utilizing effective time management skills, good business acumen and administrative judgment.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001039 COM PSYCH Addiction Science CC

Pay Rate Type

Salary

Pay Grade

University-08

Pay Range

68,397.00 - 97,472.00 - 126,547.000

Scheduled Weekly Hours

40

Work Shift

Job Description

FLSA: Salaried

Work Schedule: Monday - Friday

Job Summary:

This role will serve as the Division Administrator for the Addiction Sciences Division within the Department of Psychiatry and Behavioral Sciences. This role acts as a liaison to the Division Director in the Department of Psychiatry (DOP) and ICCE Chief for Mental Health as well as the Vice Chair for Finance and Administration. This role communicates with MUHA and MUSC parties and is responsible for the overall operations of the Division, which includes financial management, research operations, support services, facilities, purchasing and inventory, information systems, medical staff privileging and credentialing, regulatory affairs, provider contracts, compliance, medical education, human resources, and academic affairs. The Division Administrator collaborates with the Division Directors, providing financial guidance, background information, and management advice and providing counsel to faculty and staff concerning administrative processes associated with clinic operations, finance, graduate medical education and research activities.
 

This position requires an ability to direct and manage multiple priorities, quickly analyze situations and make sound financial decisions utilizing effective time management skills, good business acumen and administrative judgment.

Job Duties:

35% FINANCAL MANAGEMENT AND RESEARCH

• Develops and Manages divisional budget for the Addiction Sciences Division Divisional budget total over $25 million dollars including research awards.
• Supervises the fiscal management of financial resources (grants, external contracts, gift accounts, etc) for the Divisions, including financial planning, budgeting and accounting functions.
• Has decision-making authority and must exercise independent judgment to facilitate the optimal use of division resources and ensures all deadlines are met.
• Establish budgets, processes personnel and non-personnel transactions and oversee reconciliation of financial records each month. Responsible for budget to actual variances and monitoring cash balances as well as verifying the accuracy of AR.
• Prepares financial reports and provides them to Division Directors, Vice Chair for Finance and Administration and Principal Investigators
• Ensuring timely receipts of all invoices (AR) and oversee all contracts within each division which ranging up to 25 non grant contracts annually. 
• Ensures clinical providers and staff meet compliance and regulatory requirements. Ensure divisions compliance with the policies and procedures of the University, Department, and those of federal and other funding agencies.
• Ensure timely submission of effort reports.
• Responsible for allocation of funding for faculty salaries.
• Provide oversight and administrative management for all sponsored research administration for the assigned divisions.

30% FACULTY RECRUITMENT AND DIVISION GROWTH/STRATEGIC PLANNING

The Divisions total 39 faculty members and 3 APP’s, 73 staff and is responsible for accurate funding of 64 outside division staff and faculty. The Division Administrator has 9 direct reports and will be required to work with all the various MUSC entities and Regional Health Networks.

The Division Administrator will:

• Coordinate and assist division director, Mental Health ICCE Chief and Vice Chair for Finance in the recruiting, hiring and credentialing processes for faculty members.
• Coordinate and track physician and other provider licensure and certification including licenses, ensure that all are up to date. Coordinate and track physician and other provider clinical credentialing.
• Facilitate the annual faculty evaluation and contracting processes.
• Manage division support staff, as assigned and coordinate annual personnel evaluation process, meeting all institutional deadlines.
• Oversee timekeeping for divisions assigned and the submission of leave slips to ensure that leave taken is recorded appropriately.
• Ensure the Division's personnel employment activities and practices are in compliance with Department, School, University and State personnel policies and procedures. 
• Assist with Strategic Planning for the Divisions focused on programmatic growth and new compensation models. Provide advice and counsel regarding personnel decisions.
• Initiate, review, and recommend personnel actions including promotions, salary actions, employee performance evaluations, training and terminations for staff personnel and be responsible for all Faculty and Staff HR and payroll activities.

15% CLINIC OPERATIONS

• Work collaboratively with the Department’s Clinical Practice Manager and the Ambulatory Care Division of MUSC Health to oversee faculty practice site operations with respect to practice/clinic flow, monitoring of scheduling templates/volume, improve and maintain patient satisfaction scores and organization metrics.
• Ensures clinical providers and staff meet compliance and regulatory requirements. Coordinate faculty assignments at the various clinical service locations.
• Develop, review and monitor physician productivity reports.
• Evaluate and oversee preparation of clinical practice data and reports for Division Director and the Vice Chair of Finance and Administration of the Department of Psychiatry as appropriate.
• Analyze and recommend action concerning clinical productivity and physician billing activities.
• Assist in design of management reporting systems to facilitate the Division’s ability to monitor and manage the clinical enterprise.

5% STRATEGIC PLANNING

• As the Division’s senior financial and administrative manager, the Division Administrator is responsible for developing and directing the long-range strategic business plan for the Division. This includes preparation of business analyses, proposals, implementation plans for new programs, and the design and implementation of changes to existing programs.
• Responsible for overseeing completion of Basic Science Compensation Plan assessments for Addiction Sciences faculty and future plans for research recruitment.

10% COMMUNICATION

• Communicate effectively with DOP management staff, MUSCP and MUHA and ICCE Leadership, division faculty, institutional representatives and others to optimize division administration.
• Assist Division Director with the development and communication of divisional policies and procedures.
• Provide monthly summaries and detailed financial reports to Division Director, ICCE Chief and Department as required.
• Attend weekly and monthly divisional faculty and staff meetings
• Conduct monthly training sessions on Excel, BI Data Cubes, Access, Sharepoint to Department staff. Serve as a resource to department staff on budgeting software and entering clinical comp and at-risk salary

5% EDUCATION

• Partner with Training Division Administrator to ensure the effective management of the Fellowship Training Program for those within your Divisions.
• Ensure all ACGME protocols are followed and GME Office deadlines are met.

Additional Job Description

Minimum Requirements: A bachelor's degree and five years relevant experience in administrative services, public administration or business management. Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Frequent) Ability to see and recognize objects at a distance. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

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