Executive Administrator

Department
 

BSD MED - Department of Medicine

About the Department
 

The Biological Sciences Division (BSD) is the University of Chicago’s largest academic division, comprising 10 basic science and 14 clinical departments. Today, the BSD constitutes one of the most unique communities within an academic environment: a single division that delivers undergraduate, graduate, medical, and postgraduate biological sciences education together with outstanding patient care and world-renowned research.
The Department of Medicine (DOM), housed within the BSD, is the largest department at the University of Chicago, measured by faculty count, wRVU generation, research funding and size of its training programs. It is comprised of over 340 full-time faculty and supported by 830+ staff members. The Department of Medicine is organized into 15 subspecialty sections, each directed by nationally recognized experts in their field. The faculty and staff members working in the Department collaborate across the organization to achieve our Mission, Vision, and Values (MVV):
MISSION: As part of the University of Chicago, we pursue globally impactful solutions to seemingly unsolvable challenges. Through our rigorous research, innovative education, and comprehensive care and healing, we collaborate on life-changing advancements that create meaningful results for our community and the world, including a greater, more equitable future for all.
VISION: Together, we elevate the human experience with knowledge and health care.
VALUES:
Commit to Excellence: We contribute our exceptional talents to all we do and empower the same spirit of excellence in others.
Embrace Curiosity: We stay open to new ideas, champion diverse perspectives, and drive a culture of thoughtful risk-taking to deliver transformative innovation.
Embody Equity: We identify systemic issues and then foster change to drive a more equitable environment inclusive of diverse people, ideas, and fields of science.
Grow Together: We meaningfully collaborate with one another to create something bigger than we could ever achieve alone.
Make a Difference: We lead with heart and compassion in all our interactions. We create positive change in our areas of influence, whether expanding scientific inquiry, developing the next generation of leaders, or healing our community.
Take Ownership: We accomplish what we say we will and hold ourselves and one another accountable for our actions.
The MVV serves as our True North, charting our strategic plan for the next ten years and beyond. It is an exciting time to be a part of the University of Chicago and the BSD. Our team is helping shape the future for our learners, staff, faculty, patients, and community.
The DOM was the first department created when the medical school began over 110 years ago. It has evolved into the largest department not only in the medical school with over 340 full time faculty and research faculty but is the largest department in the University. The main missions of the DOM, scholarship, discovery, education and outstanding patient care, occur in a setting of multicultural and ethnic diversity. These missions are supported by exceptional faculty and trainees in the DOM. We believe you will quickly agree that the DOM’s faculty, fellows and trainees very much represent the forefront of academic medicine – extraordinary people doing things to support the missions of our department. The result is a Department which reaches far beyond the walls of our medical school to improve humanity and health throughout our community and the world providing high quality patient care and training of the next generation of leaders in medicine. The DOM has a long and proud history of research and discovery in the basic, clinical and translational sciences. Currently, the DOM is among an elite group of medical centers who are leading in the discovery and delivery of personalized medicine. Our impressive pool of talented researchers are renowned for bridging the bench to the bedside, and clinical research evaluations of new drugs and devices.
The educational mission of the DOM is to train exceptional healers and the future leaders in academic medicine. The Department is home to four top residency programs (Internal Medicine, Emergency Medicine, Dermatology and Medicine-Pediatrics) and 33 fellowship programs. Diversity of housestaff and faculty is a key priority in our enterprise, both to cultivate leadership from underrepresented minorities and women and to reflect the ethnic and racial makeup of the patients we serve. Our trainees and faculty are recruited from top medical schools in the country. The DOM also takes great pride in providing unparalleled, comprehensive and innovative patient care. The Department’s clinical excellence is continually recognized by the highly regarded US News and World Report. Each of the Department’s subspecialty practices are recognized as programs of national, regional, and local distinction for our novel diagnostic and therapeutic patient care offerings.

Job Summary
 

The Executive Administrator (EA) is responsible for the administrative oversight of each subspecialty section, as well as oversight of Departmental operations in clinical, finance, academic and staff human resources, pre and post award administration, billing, clinical trials research, space planning, and information technology. The EA serves as the chief operating and fiscal officer for the DOM and is accountable for an all-funds budget of $290M. The EA will plan, coordinate and direct broad and complex financial and management functions of the Department in support of clinical care, research and medical education. The EA serves as member of the Executive Committee that is led by the Chair, and Vice Chairs for Research, Education, Clinical Operations, Appointments/Promotions and Faculty Development. The Department's clinical programs continue to demonstrate excellence across the broad spectrum of subspecialty patient care services for the treatment of our highly complex and diverse patient population. The EA oversees the operational aspects of clinical programs as well as works with clinical leaders to facilitate new initiatives. On an annual basis the Department's clinical faculty generate over 1.5 million wRVU's, representing nearly 255,000 outpatient visits, 65,000 ER visits. The Department's inpatient services generate nearly 17,000 admissions per year.
The EA also oversees and facilitates research initiatives of the faculty and staff. The DOM has a long tradition of conducting original and rigorous biomedical research of fundamental significance. The Department ranked as #21 for NIH funding according to the Blue Ridge Institute for Medical Research. Within the Division of Biological Sciences, the Department of Medicine accounts for over a third of all the research dollars awarded, with $150 million in total cost research awards. Federal awards accounted for $135M while non-federal, association, state and foundation awards totaled nearly $18M. The Department also has a very robust clinical research study portfolio representing $28.4 million in total cost earnings. The EA also oversees educational activities for the Department. The DOM educational programs consist of 4 residency programs and 19 ACGME accredited fellowship programs that provide training to approximately 180 residents and 110 fellows respectively.

Responsibilities

• Reporting to the Department Chair, the Executive Administrator will develop short and long- term business plans for the Department.

• S/he will work with the Chair, Section Chiefs and their respective Section Administrators to conduct ongoing assessment of, and response to, growth opportunities and unmet needs within the Department.

• The EA provides programmatic leadership and input for all strategic plan implementation processes.

• Work with the Biological Sciences Division and University of Chicago Medicine (UCM) leadership to implement new and expanded service lines, strategic alliances and new clinical sites, oversee space assignments and prioritization of capital requests, including equipment and space renovations.

• Provide effective and inspiring leadership by being actively involved in all programs and services, developing a broad and deep knowledge of all programs.

• S/he will identify opportunities to leverage cross-program strengths to take advantage of new opportunities and/or to address organizational challenges.

• Fosters a safe and ethical environment creating accountability to high organizational standards.

• Engages team development through coaching, goal setting, hiring, mentorship, talent management, best practices and accountability.

• Provides leadership to managers within a department to support teaching, medical research and clinical care. Facilitates research initiatives of the faculty and staff.

• Directs department priorities, allocates resources and executes strategic plans.

• Oversees non-medical activities of the department. Manages policy development and implementation in various departmental areas.

• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 10+ years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

• Advanced degree in business, healthcare administration or related field.

Experience:

• Progressively responsible administrative / supervisory experience.

• Healthcare and/or academic medical experience.

• Experience with revenue cycle for hospital and professional fee billing.

• Directly related financial and budget development experience in a complex environment.

• Experience working in a fiscally responsible, highly regulated business setting that regularly employs benchmarking.

• Proficient mathematical and analytical skills including data sets and data aggregation.

• Knowledge of research funding and appreciation for working in a research-intensive academic culture.
   

Preferred Competencies

• Operate in a highly matrixed environment.

• Commitment to promoting an environment of diversity and equity.

• Exceptional communication and listening skills, ability to communicate comfortably with healthcare professionals locally and internationally, board and committee members, academic and healthcare professionals.

• Ability to communicate comfortably with faculty, staff, students, and officials at the highest level of the organization.

• Highly effective in verbal and written communication skills, including formulating recommendations and developing presentations.

• Highly ethical and professional manner with the ability to influence and lead others.

• Ability to manage in an efficient, dynamic and growth-oriented manner by fostering a continuous learning mentality that is applied to the overall department in alignment with the organizational commitment to excellence.

• Serve as an inspirational, persuasive and agile leader with a track record of success in transformation and measurable outcomes.

• Track record of success in focusing on strategic objectives and translating the priorities into successful short- and long-term results for the organization.

• Demonstrated success in supporting medical research with the ability to effectively identify opportunities for improvement in support functions.

• Proven track record as a strategic leader with specific experience implementing value added business initiatives.

• Demonstrated effectiveness applying a keen business intellect to problem solving in an environment notable for complexity with multiple business partners and multiple missions.

• Proven financial management skills, including the ability to analyze data for budgeting, operations, auditing, and accounts receivable and reserve analysis, preform preparation.

• Critical thinker, one who understands the underlying financial and operational drivers within a research environment, applying business best practices where appropriate, and developing creative alternative strategies as needed.

• Excellent mathematical and analytical skills with a focus on synthesizing and extracting trends from multiple incongruent sources.

• Demonstrated capacity to learn new technologies, interacts professionally with members at all levels of the organization, and provides superlative customer service to the faculty, students, staff, and patients served throughout the organization.
   

Application Documents

• Resume (required)

• Cover Letter (required)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
 

Administration & Management

Role Impact
 

People Manager

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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