DESCRIPTION

The Department of Surgery is one of the largest departments in the School of Medicine and is comprised of 103 faculty members, 18 physicians employed on MSP agreements, 31 doctors employed by the VA or other facilities, 104 accredited and non-accredited trainees and 161 career staff. Activities are organized in 7 sub-specialty divisions. Department activities span 5 major institutions including three medical centers and cover all aspects of the teaching, research, clinical and service missions of the University. The Division of Plastic Surgery is a key component.

The Division Administrative Officer oversees high-level administrative support for the Division Chief which requires tact, diplomacy and discretion on a wide variety of complex and sensitive issues. Oversees and supervises all division staff responsible for support of the division faculty, residency program, and research projects. Serves as a key resource for policy and procedure for faculty, staff, and Division Chief. Participates in planning and makes significant contributions to the short and long term goals of the division.

Responsibilities includes continued planning of the division's program management and development efforts, overseeing the division administration, and providing comprehensive analysis and evaluation to the Division Chief. Responsible for operationalizing the division objectives, addressing the operational needs of the division including the management of facilities, human resources, marketing/communications/community outreach; program and events management that includes overseeing the coordination and arrangements for meetings, seminars, conferences; overseeing and providing analysis in triaging correspondence and telephone calls; overseeing the preparation of reports, academic review files, book chapters and manuscripts, as requested; web design and maintenance; internal control and risk management; policy and procedural development; and other business services. Oversees research program and manages research staff.

Coordinates and participates in activities to promote the ongoing development and training for the division administrative staff and participates in budgeting activities including expense control, fiscal forecasting, and operational and strategic planning. Acts as liaison with School of Medicine, Office of Contracts and Grants, Department Business Office, International Center and federal and private granting agencies. Provides division management and budgetary oversight for division projects. In collaboration with Chief and Business Office, track grant funding, submissions, reporting, fund transfers and data use agreements. Assist with forecasting, preparation, and analysis of budgets and statistical reports on divisional operations. Monitor and analyze expenditure and revenue patterns, and develop budgetary projections.

Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

MINIMUM QUALIFICATIONS

• Seven (7) years of related experience, education/training, OR a Bachelor's degree in related area plus three (3) years of related experience/training.

• Experience working in clinical settings. Demonstrated experience managing day-to-day operations of busy division or practice.

• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.

• Ability to use sound judgment in responding to issues and concerns. Ability to resolve conflicts with creativity and authority while maintaining a professional relationship. Ability to control situations or events in the abse

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