Administrative Director, Physician Assistant Program

Updated: about 1 month ago
Location: Campus, ILLINOIS
Job Type: FullTime

POSITION OBJECTIVE

The Administrative Director is responsible for managing the Physician Assistant Program in the School of Medicine, is a central position in the leadership team, and will serve as a strategic partner with the program director. The Director is responsible for overseeing and supporting the daily activities related to the Physician Assistant Program, including business planning, financial management and operations, student recruitment, clinical placements, and human resources management. The administrative director will also organize complex tasks, providing leadership, advice, and guidance regarding student recruitment, student success, financial and administrative policies, and procedures. In addition, this position will work closely with the multiple affiliate hospital administrative personnel to assure alignment with contractual and institutional policies.

 

ESSENTIAL FUNCTIONS

  • Strategic operations: Provide financial and administrative leadership to the department working closely with the program director and senior director of operations to implement the strategic goals and objectives of the program consistent with the long-term plan of the School of Medicine. This would include leading and participating in the program's strategic planning, overseeing the program's fiscal health across all missions, developing, and monitoring the 3 to 5-year financial plan, monitoring progress towards goals, and ensuring efficient operations. Work with the Vice Dean of Medical Education leadership team and the school’s office of finance and planning to develop a 3 to 5-year business plan and annual budgets in assigned departments, plan financial strategies, and oversee the financial aspects of grant administration and applications. Development and management of Physician Assistant Program Advisory Board. The administrative director will work with the clinical faculty to acquire and maintain relationships with prospective and current clinical preceptors.  Plan program budget needs by analyzing program plans on both a short and long-range basis by considering past requirements and expenditures and the current program plan. Perform needs assessment, make projections based on multiple items and variables, analyze budget variances and recommend courses of action. Prepare analytical reports and analyses. Recommend, develop and implement changes to department policies and practices. Receive assignments in the form of objectives with goals and the process by which to meet goals. Exercise judgment within defined procedures and policies to determine appropriate action. Identifies risks and responds accordingly. Provide priority setting and workflow analysis. Develop strategies to establish continuing pipelines of qualified applicants through collaborations with national organizations. Track recruitment initiatives and activities, benchmark against similar efforts by activities peer and aspirant programs and recommend adjustments to enhance the competitiveness of the university’s Physician Assistant Program. Oversee the development of revenue-generating Continuing Medical Education programs for groups like alumni, clinical educators, etc. (25%)
  • Financial management: Responsible for the fiscal management of the program, including prospective analysis of funding sources, faculty recruitment, endowments, and development of pro-forma financial statements. Meet regularly with program and department leadership to review performance matrices. Manage the Physician Assistant Program’s current accounts - discretionary and scholarship accounts and monitor its applicant tuition deposit account. Request the setup of any new accounts as needed. Work with Sponsored Projects Administration to set up a new project, grant award, and scholarship accounts.  Develop cost control and monitoring programs. Maintain accounting records for the program, process program expenses, prepare all cash deposits, process all admission seat deposits [Quikpay], process payments for standardized patients, track costs by course and journal, and reconcile monthly department non-salary expenses and reconcile non-salary expenses monthly. Oversee student activity funds. (25%)
  • Ensure accuracy of tuition return for overseeing Physician Assistant student registration. Direct student registration according to the Student Information System (SIS) guidelines and notify students accordingly. Monitor registration and assist students with registration problems. Maintain courses and instructors in SIS and instruct faculty in grade submission. Responsible for initial review and evaluation of admission files, making recommendations to the admissions director, and counseling and advising prospective students regarding applications. Additional admissions responsibilities include overseeing and managing the applicant interview process, counseling, and advising prospective students about the application and Physician Assistant Program selection process, analyzing admissions data, and creating statistical reports that contribute to developing and implementing a recruitment and retention strategy.  In conjunction with the Physician Assistant Program and Medical Education leadership team, develop a comprehensive plan to increase the applicant pool from targeted diverse areas. Recruit and retain qualified applicants from diverse backgrounds and experiences. Attain and maintain an accredited program that ensures graduates have the requisite knowledge and skills for entry into Physician Assistant Program practice. Develop partnerships with community organizations and healthcare systems to provide Physician Assistant students with high-quality education and skills to address community health issues in the context of society and economic systems. (20%)
  • Human resources: Oversee and manage the human resource activities for program faculty and staff. This includes resolving operational issues, design, maintenance, implementing changes, and establishing standards and procedures adhering to university policies. Hire, train and supervise staff, providing policy direction, motivation, professional development goals, and performance/merit reviews. Manage the administrative team to establish and realize annual application and enrollment targets, promote program growth, and meet revenue goals. In addition, identify, propose, and manage special projects valuable to advancing key network initiatives and goals. Offer guidance to faculty in professional development, promotion, and policies/procedures. Initiate paperwork and manage progress related to faculty searches. Ensure ongoing faculty & staff training in areas like SafeZone and Diversity/ Inclusion. (15%)
  • Supervision/administrative operations: Approve standard operating procedures and conduct regular workflow and organizational design audits. Conduct weekly meetings with direct reports and other administrative support team members to review funding changes, policies, and procedures and to discuss operational issues. Assign or reassign administrative tasks as needed due to changes in funding levels or absences. Be the primary contact for central administrative offices. Conduct regular audits of expenditures from all funded and unfunded sources to assure compliance and safeguard university resources. (15%)
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    NONESSENTIAL FUNCITONS

    Perform other duties as assigned. (<1%)

     

    CONTACTS

    Department: Continuous contact with leadership, faculty, and staff in Medical Education. Will work closely with the program director to ensure the admission, recruitment, and matriculations of the Physician Assistant students is efficient and effective. All contact is to support activities of the Office related to admissions, recruitment, matriculation, and student-centric administrative and support activities.

    University: Continuous contact with Physician Assistant program leadership and faculty. Frequent contact with School of Medicine staff and with other recruiters on campus. Frequent contact with relevant University Marketing and Communications enrollment marketing staff. Regular contact with the office of General Counsel and the School of Medicine executive director of enrollment management and strategic initiatives to update and collaborate on enrollment strategies. Occasional contact with Procurement and Distribution Services, Accounts Payable, UTech, University Health and Counseling Services, and security and facilities personnel, among others, to manage special projects. Act as liaison between the program director and the school’s enrollment management. Frequent contact with the school’s office and school’s financial aid office for course and student management.

    External: Continuous contact with prospective students, alumni, and friends of the Physician Assistant Program for recruiting efforts, community partnerships, clinical site development, and employment opportunities. Frequent contact with national professional organizations, clinical partners, consultants, freelancers, public and private foundations, and other outside agencies for developing strategic partnerships. Regular contact with academic advisors, department chairs, and faculty at colleges and universities throughout the United States to recruit students. Occasional contact with peer programs for the purpose of professional collaboration.

    Students: Continuous contact with current and prospective students to recruit, admit, retain, inform, and advise. Regular contact with student interns to assign and supervise projects.

     

    SUPERVISORY RESPONSIBILITIES

    Supervise the Academic Affairs Manager and Program Coordinator

     

    QUALIFICAITONS

    Experience: 10 years of meaningful related experience. Experience in an academic or medical setting is preferred. Experience with accreditation preferred.

    Education: Bachelor’s degree required; Master’s degree in Business is preferred.

     

     

    REQUIRED SKILLS

  • Strong interpersonal skills: ability to work and communicate with individuals from a broad spectrum of disciplines, technical and educational backgrounds within the department, school, and university, and with individuals outside the university. Good interpersonal skills; ability to work and communicate with various individuals within and external to the university. Ability to interact with colleagues, supervisors, and customers/students face-to-face.
  • Professional and effective oral and written communication skills
  • Strong organizational skills: ability to multi-task, prioritize and meet deadlines. Must demonstrate attention to detail and accuracy, time management skills, and proven ability to successfully follow through on assigned projects.
  • Effective management skills: ability to lead, train, work with, and elicit cooperation from team members and staff.
  • Ability to meet consistent attendance. 
  • Ability to work effectively independently and collaboratively within a team. (Must be highly motivated, responsible, dependable, and a self-starter.
  • Ability to work with sensitive information and maintain confidentiality.
  • Must demonstrate flexibility and ability to work under pressure; must be able and willing to work in a fast-paced, changing environment and conform to shifting priorities, demands, and timelines.
  • Excellent computer skills, including mainframe applications experience; excellent mathematical skills; ability to use or learn to use financial spreadsheets, accounting software, NIH application software, database packages, PeopleSoft, and Oracle financial system applications.
  • Ability to interact with colleagues, supervisors, and customers face to face.
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    WORKING CONDITIONS

    Typical office environment. No exposure to chemicals. Evening and weekend hours may be required for events and time-sensitive deadlines.

    This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

    In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity.  Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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    Case Western Reserve University provides reasonable accommodations to applicants with disabilities.  Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation.  Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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