Divisional Administrator - General Medicine

Columbia University; New York (NY); On-site; USD 140,000 - 180,000; Full time

Job summary

Columbia University seeks a Divisional Administrator for the Division of General Medicine, responsible for leading administrative and financial operations. This role includes strategic planning, financial oversight, and HR management, supporting a large faculty and research staff within a collaborative environment. Candidates should have significant experience in budgeting and clinical operations, alongside excellent interpersonal and communication skills.

Qualifications

• 5-7 years related experience required.
• Experience in budgeting, accounts payable, clinical operations, revenue cycle, research management.
• Computer skills including advanced Excel.

Responsibilities

• Lead administrative and financial functions for the Division of General Medicine.
• Responsible for divisional budgeting and financial projections.
• Supervise administrative support staff and HR matters.

Skills

Communication

Analytical Skills

Problem Solving

Budgeting

Interpersonal Skills

Leadership

Education

Bachelor's degree or equivalent

MPA, MBA, or MHA preferred

Tools

Excel

Job description

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $140,000 - $180,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Divisional Administrator serves as the administrative and financial link between the Division of General Medicine and the Department of Medicine, leading the administrative group for the Division of General Medicine. The Division of General Medicine includes approximately 80 full-time faculty, with 12 R01-funded principal investigators, and 40 administrative and research staff, operating with a budget of approximately $50 million last year.

The Divisional Administrator reports to the Chief of the Division of General Medicine and the Departmental Administrator. This role facilitates collaborative relationships between the Division and other divisions and centers within the Department of Medicine, as well as departments at Columbia.

Responsibilities

Division Leadership and Strategic Planning:

• Work closely with the Division Chief and other divisional leadership on strategic matters, including program planning, faculty recruitment, and resource utilization.
• Collaborate with the Division Chief to develop, update, and implement a comprehensive plan for the Division's growth and continued success.
• Act as an advocate for the Division and its programs in diverse contexts.
• Work closely with the Division Chief to champion efforts to promote the Division and all its programs.
• Responsible for financial reporting of divisional accounts to the Chair of the Department and the Department Administrator/CFO.
• Oversee all administrative aspects of faculty recruitment, including developing business plans and offer packages.

Finance and Research:

• Oversee all financial functions and supervise financial staff members and grants management personnel.
• Take a hands-on role in staff training and development.
• Direct all aspects of finance administration within the Division, including revenue cycle operations, pre- and post-award support, and effort reporting.
• Audit and review physician billing service reports to track income with operational (productivity) data.
• Audit, review, and reconcile external revenue sources, including support from New York Presbyterian Hospital and other entities within Columbia.
• Generate Profit & Loss statements for Principal Investigators, ensuring they review individual research-related expenses and providing guidance for projection development.
• Oversee all aspects of divisional budgeting and financial projections, including budget development and reconciliation of divisional budget projections with the general ledger.
• Ensure compliance and accuracy of financial transactions and the use of financial systems.
• Review and approve financial transactions, including complex procurement transactions.
• Work with Division leadership to track and administer the divisional physician compensation plan, including reviewing physician productivity and distributing productivity income.

Administrative Management:

• Supervise administrative support staff and conduct annual evaluations.
• Ensure faculty members receive appropriate administrative support.
• Provide staff training, ensure necessary coverage, and oversee staff development.
• Direct all Human Resources matters within the Division, including staff recruitment and onboarding, in close collaboration with Division leadership and Departmental HR personnel.
• Oversee all academic and research appointments, including university and hospital credentialing.
• Oversee reappointment and promotion of personnel.
• Working closely with the Division Chief and other Division leadership members, direct all matters related to facilities/space, capital equipment, and procurement.
• Allocate space and ensure its effective utilization to meet the Division's clinical, administrative, and research needs.
• Organize and oversee the orderly retention of Division records and files.
• Perform additional related duties as needed.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience, plus five to seven years of related experience.
• Experience must include at least three of the following: budgeting, accounts payable, clinical operations, revenue cycle, and research management.
• Experience in an academic and/or clinical setting that includes administration of federal grants.
• Experience managing human resources matters in a comparable organization.
• Excellent computer skills, including advanced-level Excel skills.
• Demonstrate outstanding communication and interpersonal skills to effectively represent the Division and the Division Chief at the highest organizational levels.
• Ability to interact with all levels of faculty and staff, as well as internal and external stakeholders.
• Strong conceptual, financial, analytical, and problem-solving skills, in addition to a proven record of financial and administrative success.
• Strong sense of initiative, ability to work independently and collaboratively, and ability to manage teams.

Preferred Qualifications

• MPA, MBA, or MHA strongly preferred.
• Experience in an academic and/or clinical setting that includes administration of federal grants.
• Relevant experience managing a large division in an academic medical center or similar environment.
• Knowledge of university systems.

Other Requirements

• Successful completion of applicable compliance and systems training requirements

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.