Executive Administrator

The Executive Administrator (EA) manages the staff and business operations within the Department of Medicine, functioning as the chief of staff and budgetary officer of the Department Chair. This includes business and academic program development, planning, forecasting, and budgeting, implementation of and compliance with institutional, state and federal policy, as well as development and maintenance of organizational policies, procedures, systems, and objectives, and coordination of operations for the department. Specifically, the EA manages the deployment of all human, financial, information, and physical resources for the department with over 250 faculty and 130 non-faculty employees and acts as the focal point for all business and administrative matters affecting that department.

The Executive Administrator develops and maintains the infrastructure supporting the Department’s clinical, academic, and research missions as well as strategic and tactical business plans and the policies, procedures, and systems to support them. The incumbent creates processes to manage daily operations, stimulate new business and opportunities, and creates and analyzes reports that provide useful decision support information in the education, research, clinical, and administrative missions of the department. This position reports directly to the Chair of the Department of Medicine and has a dotted-line reporting relationship to the College of Medicine-Tucson's Deputy Dean for Finance and Business Affairs.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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• Manages all UA financial resources for the department of Medicine in the College of Medicine and is responsible for fiscal oversight and results. Oversees budgets for 12 divisions ($44.5M annual budget), tracks and reports revenue and expenses associated with clinical, academic, research, development, and teaching endeavors, with the support of the Assistant Administrator, Finance. Identifies budget variances and initiates corrective action. Provides consultation to the department chair with regard to trends, opportunities, issues and solutions. Communicates and works with counterparts in the College of Medicine to implement budgetary initiatives in the department of Medicine.
• Manages all human resource and operations activity for the department, including faculty (50 UA, 197 Banner/VA) and staff/GA/postdocs/students (130). Oversees the administration of faculty affairs and operations with support from the Assistant Administrator, Operations & Faculty Affairs to include faculty recruiting, hiring, promotion, tenure, annual evaluations, post-tenure review, and salary funding. Oversees the hiring, termination, classification, training, salary administration, time keeping,  payroll, evaluation, and employee relations activity for all non-faculty personnel.  Ensures compliance with policies and procedures of the UArizona, UAHS, Banner, COM-T and the department.
• Monitors Department trends with regard to research and education. Oversees grants and contracts and insures, with the Department Chair and Vice Chair of Research, the maintenance or improvement of productive contract relationships as well as compliance with all applicable deadlines and policies. Researches, analyzes and prepares data for contract negotiation (as applicable) and participates in contract negotiations where appropriate. 
• Develops and helps implement the Department of Medicine’s strategic plan to ensure continued progress on goals.  Responsibilities include working with Chair and Vice-Chairs to build and refocus tactics, and coordination with appropriate leaders to ensure continued advancement of initiatives, including the College of Medicine’s leadership. Ensures efficient operations of DOM Space committee to support Department of Medicine's space planning.
• Works directly with DOM Banner Senior Director and Vice Chair of Clinical Operations to insure department programs are appropriately integrated into the clinical and hospital operations and functioning according to finance, budgets and strategic plan. Assists in identifying and resolving issues and develops opportunities for fiscal and business improvement with Banner and BUMG leadership.

Knowledge, Skills & Abilities:

• Ability to communicate effectively with different groups/individuals. 
• Ability to handle sensitive and confidential information. 

• Bachelor's degree or equivalent advanced learning through professional level experience required.
• Eleven (11) years of related work experience, including 7 years of managerial experience, preferably in large complex institutions or organizations, or equivalent combination of education and work experience.
• Requires experience in leading multiple teams, projects, programs, and/or function.

• Bachelor's degree in Business, Accounting or related field.
• Master's or Doctorate degree in Business, Accounting, Research, or related field is preferred.