Administrative Manager 2 / Job Code: 9341M2

Working Title: Department Administrator

Job Summary:

As the Department Administrator, you play a pivotal role within our Medical School's Department of Ophthalmology and Visual Neurosciences (OVNS). Reporting directly to the Department Head, you function as an integral part of the Department's leadership team. Your responsibilities encompass strategic development, priority setting, and administrative leadership. Additionally, you serve as a strategic administrative dyad partner to the Department Head, aligning your efforts with their vision for the Department.

We are a growing department of more than 30 faculty members and 50 staff employees, along with 15 residents, and 5 fellowship programs. This position has 5 direct reports, which include the Residency Program Coordinator and the Department's administrative team.

The Department Administrator partners with faculty leaders from other departments, as well as other managers from throughout the Medical School, UMPhysicians (UMP), M Health Fairview, Regions and other affiliate and contract sites.

This position is based out of Minneapolis, MN and is eligible for hybrid work-from-home (1 day per week) and/or on-campus work dependent upon individual performance and organizational need, though regular on-site work is expected. Because the University of Minnesota is a land-grant institution that serves the state, residing in Minnesota is typically required.

Job Responsibilities:

The Department Administrator has responsibility in the following areas:

Support Faculty Achievement Across the Tripartite Mission: 20 %

• Partner with Department Head and other faculty leaders to develop and implement strategic initiatives in alignment with the Department, UMP, and M Health Fairview.
• Support faculty leadership in achieving the desired balance of faculty effort across teaching, research, and clinical responsibilities.
• Understand and support implementing strategic growth plans of Service Lines and Division.
• Collaborate with HR and Finance to ensure efficient administrative support for faculty hiring requests, searches, hiring, onboarding, mentoring, promotions and tenure.
• Assures excellent communication within the Department and other key constituencies.
• Partner with the Department Chair, FOD finance, and the clinical practice to manage faculty compensation to ensure consistent application of compensation model.

Clinical Oversight & Management: 25%

• Partner with leadership of M Health Fairview service lines and domains, Business Development, UMP clinical operations teams, and medical directors to achieve organizational goals and align priorities.
• Oversees the physician scheduling processes and maintain clinical work schedules and assignments for faculty physicians.
• Partner with Department Head and Subspecialty Service Line/Domain leaders to manage faculty clinical activity within the division.
• Monitor clinical productivity and address operational issues with counterparts at clinical sites.
• Monitor contract activity and advise on the development of new contracts and strategic business development opportunities.

Faculty Management: 15%

• Manage administrative services to meet departmental needs and create a culture for success.
• Lead process improvement initiatives to ensure effective and efficient administrative support for the Department and Medical School.
• Oversee facility needs and technology needs of the Department, including management of research and office space.
• Provide inputs into financial budgets, monitor budgets and forecasts in partnership with the Center Finance Team. Advise on strategies to achieve financially sustainable organization. Partner with faculty leaders to reduce unfunded efforts.
• Implement the departmental compensation model with a strong understanding of funds flow necessary to support compensation.
• Collaborate with research administration to oversee grant awards.

Office Supervision & Leadership: 15%

• Manage and lead the administrative team supporting the Department Head and faculty needs within the Department to include supervision of the staff in the Department Head's office.
• Assigns and oversees duties, develops employee skills and engagement, and administers disciplinary actions when necessary.
• In collaboration with Department Leaders, align resources within the Department to ensure resources are allocated in support of the Department's strategic plan.
• Provide leadership for process improvement initiatives to ensure effective and efficient administrative support.
• Manage facilities needs of the Department, including remodeling and allocating space.
• Partner with Center HR staff on human resources needs of the Department, including employee relations, recruiting, compensation, payroll, leaves, HR transaction processing, and compliance.

Education: 10%

• Partner with Medical School education leadership and Department Head to harmonize education and integrate clinical and research efforts.
• Monitor department education infrastructure to ensure adequate resourcing of graduate medical education programs (residency, fellowships).

Research: 5 %

• Collaborate with research administration to meet the needs of the faculty.
• Coordinate large research initiatives, figuring out resource needs and ensuring infrastructure is adequate to meet needs.
• Align resources within the department to ensure resources are allocated in support of the Department's strategic plan.
• Works in partnership with FOD and the Medical School on grant management, pre- and post-award administration, and research budgets.
• Participate in long-range planning of research growth for the Department.

Communication and Stakeholder Engagement, Other: 10 %

• Serve as a liaison between the Department, Medical School, and affiliated entities.
• Partners closely with FOD Administrative Center on finance, human resources, contracting, compensation, research, Graduate Medical Education (GME), and administration to optimize effectiveness of both the Department and the Center. Engages Center staff at the appropriate time in initiatives, decisions, activities, and problem-solving.
• Respond to non-routine needs of the Department and Medical School.
• Oversee communication within the Department including newsletters, website, and internal communication.

Required Qualifications:

• Bachelor's degree in healthcare administration, business management, finance, or a related field.
• Minimum of 8 years of related experience in a healthcare or academic setting and prior oversight of a small departmental or cross-disciplinary team, with a minimum of 5 years of experience in a management role with supervision and budgetary responsibility.
• Service orientation, demonstrating a commitment to meeting the needs of, and working collaboratively with, faculty, staff, students, and other stakeholders.
• Strong leadership, analytical, organizational, operational, judgment, and problem-solving skills.
• Knowledge of financial management and human resources.
• Excellent oral and written communication and interpersonal abilities.
• Experience with change management, strategic planning, and operations management in a highly matrixed organization.
• Demonstrated project management skills.
• Demonstrated ability to develop professionally and assume increasing levels of responsibility.

Preferred Qualifications:

• Master's degree in business, healthcare administration, or related field.
• Experience in Academic and Clinical environments.
• Management experience in an academic, research, health care or similar setting, ideally with a physician leader.
• Experience with the practice of ophthalmology, surgery, or similarly complex medical discipline.
• Knowledge of Six Sigma and/or Lean principles and systems.
• Knowledge of the administrative requirements associated with sponsored research, physician practice management, and graduate medical education.

The Department of Ophthalmology and Visual Neurosciences and its success is built upon the innovation and drive of every member of our team, from faculty to administrators to technicians. Put simply, all of us are driven to provide the best eye care for our patients, discover new treatments, and educate the next generation of eye care professionals.

For more information please visit our website at https://med.umn.edu/Ophthalmology.

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Please visit the Office of Human Resources website for more information regarding benefits.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).