Executive Administrator

Job Summary

The Executive Administrator (EA) reports to the Chair the Department of Pediatrics and is accountable for oversight of the fiscal and operational activities of all subspecialty sections and Department centers. The EA has direct oversight of the strategic planning and execution, clinical practice management, finances, facilities, and general management of the Department, collaborating closely with centralized BSD services for human resources and research administration. Key areas of focus include support of the operational efficiency and expansion of our ambulatory (especially multidisciplinary) and perinatal programs; strengthening our partnerships with the CCHA, regional community hospitals, and FQHCs; building our primary care network; deepening our educational infrastructure and facilitating faculty development activities; and actively supporting the research initiatives of the faculty and staff.

The EA is responsible for managing 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. The EA serves as an inspirational, persuasive, and agile leader with a track record of success in transformation and measurable outcomes.

The EA serves as a member of the DOP Executive Committee that is led by the Chair, the Executive Vice Chair, and the Vice Chairs for Research, Education, Clinical Operations, Academic Affairs, Health Outcomes and Advocacy, and Faculty Development. The EA works with the Department Chair, the DOP Executive Committee, the Section Chiefs, the UChicago Faculty Practice, and the BSD and UCM leaderships to plan and implement initiatives supporting our tripartite mission, to identify and implement methods that improve the quality and efficiency of the operations, and to develop new approaches to efficient operations in an everchanging academic healthcare environment. The individual provides leadership with innovative, strategic thinking about new revenue opportunities based on business principles, best practices, and a proactive, purposeful thought process.

The EA, in partnership with leadership, interacts and negotiates with key stakeholders to maintain status as a leading academic medical center. The individual is responsible for balancing departmental and institutional priorities and is a visible, engaged, and communicative leader representing the DOP and the University of Chicago.

As the senior administrator, the EA provides guidance, information, advice, and counsel to faculty and staff concerning administrative initiatives associated with patient care, teaching, and research activities. The EA provides executive support to the Chair in programmatic oversight for the Department’s clinical practice, management of the research, and support of the training programs.

Responsibilities

• Reporting to the Department Chair, the Executive Administrator will develop short and long-term business plans for the Department.
• Develops goals and prioritizes department efforts to align the Department of Pediatrics with the needs of the organization while positioning the University of Chicago as a leader.
• Works 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.
• Visible, engaged, effective, inspiring and collaborative leader representing the Department and the University of Chicago in relevant conferences, platforms, and mediums to advance the mission, field, and organization.
• Being actively involved in all programs and services and developing a broad and deep knowledge of all programs.
• Drives future strategic direction and proactively prepares for organizational, talent, and market changes communicating actionable findings and recommendations to senior leadership.
• Leads, develops and executes the Department’s strategic, operational, talent, and budget initiatives using metrics, data, research, and education.
• Leads and manages a diverse, interdisciplinary team to successful outcomes through effective and purposeful management practices.
• Cultivates a collaborative, inclusive, and safe, environment that promotes and fosters accountability, teamwork, innovation, curiosity, problem-solving, and continuous learning.
• Develops and maintains effective communication practices that provide internal and external audiences with the key data and information needed to achieve goals.
• Develops and manages capital equipment/asset plans to assure equipment is appropriate as technology and market needs change.
• 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(s). 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.

Work Experience:

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

Preferred Qualifications

Education:

• Advanced degree with an emphasis in finance, business, health care, or relevant field. 

Experience:

• Ten years of progressively responsible relevant professional experience in financial planning, management, analysis, forecasting, modeling, or administration of a research or clinical unit.
• Progressively responsible experience within a complex, research, or healthcare environment.
• Progressively responsible experience leading, coaching, hiring, and managing team performance.
• Directly related financial and budget development experience in complex research or matrixed environment.
• Experience working in a fiscally responsible, highly regulated business setting that regularly employs benchmarking.
• Significant experience within an academic health sciences environment.
• Knowledge of research funding and appreciation for working in a research-intensive academic culture. 

Technical Skills or Knowledge:

• Experience using Electronic Medical Records Systems, Enterprise Resource Systems, and Medical Group Practice Billing and Financial Management Systems, a plus.
• Proficient mathematical and analytical skills including data sets and data aggregation. 

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, and academic and healthcare professionals.
• 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.
• 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.
• Effective interpersonal team-building skills.
• 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, accounts receivable and reserve analysis, and proforma 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.

Working Conditions

• This is a hybrid position requiring regular on-site presence in Hyde Park. 

Application Documents

• Resume (required)
• Cover Letter (required)