Assistant Administrator - Departments of Ob/Gyn & Pediatrics (ASG IV)

Job Summary:

To assist the Administrator for the Academic Enterprise departments in operational and financial reporting, accounting, month-end and year-end activities, measuring trends, forecasting, budgeting, analysis, grants and other financial activities with a broad functional or organizational scope.

Scope:  Administrative Service Group IV (ASG) which includes the Department of Pediatrics, the Department of Obstetrics and Gynecology, and Regional Women’s Services in Pediatrics (RWSP.)

Essential Job Functions:

• Manages and analyzes business operations and identifies areas where processes can be adapted and improved.
• Instrumental in developing and maintaining fiscal and operational systems necessary for strategic and tactical business planning.
• Accountable for timely and accurate reporting to meet all internal and external reporting deadlines.
• Maintains and monitors the departments’ general ledger chart of accounts.
• Knowledgeable of the impact of grant and contract revenue on income statements to ensure proper use of funds.
• Maintains positive and professional relationships with individuals in the Office of Sponsored Programs and other pertinent entities both on and off campus.
• Reviews and approves all journal entries for accuracy and responds to departmental audit questions.
• Coordinates the budget process for the department.
• Performs financial and statistical analysis in relation to the departments’ budget and responds to inquiries from the Dean’s Office regarding budget and financial matters.
• Performs monthly departmental account reconciliations against Hyperion reports derived from the Dean’s Office.
• Enhances the financial performance of the department through the education of faculty and training of staff.
• Coordinates human resources and payroll functions for the ASG.
• Manages facilities and IT planning for the ASG.
• Responsible for the coordination of benchmarking efforts across the departments, centers/institutes, and/or other groups.
• Assists the Chair, Dean, Vice President and the Chief Administrative Officer–Academic Enterprise, and/or Center/Institute Director, if applicable, with the implementation of the Academic Enterprise’s vision and goals.
• Assumes responsibility for taking a proactive approach to servicing customers.     Reviews business plans and makes recommendations regarding these plans to the Chair, Center/Institute Director and/or, if applicable, the Vice President and Chief Administrative Officer – Academic Enterprise.
• Responsible for the oversight of planning and managing facilities projects in the department, to include new construction and renovation.
• Assumes responsibility for recruitment, supervision, and continuing development of professional and support staff.
• Develops and implements administrative policies, programs, and internal procedures.
• Manages the development of business plans for potential new services or business lines to ensure the department achieves its financial goals.
• Identifies appropriate internal controls for the department and provides mechanisms to monitor and enforce compliance.
• Adheres to internal controls and reporting structure.
• Provides briefings on financial statements at departmental meetings.
• Represents the Chair and/or the Executive Director/Director as required at institutional meetings.
• Assists the Chair, the Center Director and/or if applicable, the Vice President, and Chief Administrative Officer – Academic Enterprise other Academic Enterprise leadership with departmental strategic planning.
• Serves in Academic Enterprise meetings as requested by the Vice President and the Chief Administrative Officer of the Academic Enterprise.
• Performs other related duties as assigned.