Department Administrative Services Manager Clinical Science

Job Summary:

The Department Administrative Services Manager at the Kaiser Permanente Bernard J. Tyson School of Medicine (KPSOM) is responsible for managing and coordinating the administrative and operational functions of a department. This role oversees key areas including human resources support, financial management, communications, program administration, and staff supervision.The Manager provides high-level administrative support to department leadership, faculty, and staff, ensuring alignment with institutional goals and compliance requirements. Responsibilities include coordinating activities across internal divisions and external partners, vendors, and agencies; implementing policies, procedures, and work plans for new and existing initiatives; and ensuring adherence to regulatory standards.This position serves as a strategic partner to department leadership by advising on process improvements, resolving operational challenges, and supporting budget planning and monitoring. The Manager works independently with minimal supervision to achieve established objectives and deliver efficient, effective administrative operations.

This position will require an experienced professional with a proven background in supporting educational programs, including leadership development, and wellness initiatives, consistent with the scope of responsibilities outlined for the Department Administrative Services Manager. The role demands demonstrated ability to collaborate effectively with faculty, academic leadership, administrators, and cross-functional partners to support the design, implementation, and evaluation of educational and professional development activities of both staff and faculty. Strong experience fostering internal and external professional relationships is essential, as is familiarity with change management. The position also requires the capability to assess and improve recruitment structures and to develop standardized tools and workflows that promote efficiency, consistency, and accuracy across departmental operations.

Please note that this position will also require traveling 20% of the time.

Essential Responsibilities:

• Oversee day-to-day administrative and business operations to ensure efficiency and alignment with departmental objectives.
• Supervise administrative support and professional staff business, including recruitment, onboarding, training, professional development, performance management, recognition, discipline and corrective actions.
• Foster a positive, inclusive, and productive work environment that supports staff engagement and well-being.
• Promote a culture of exceptional service and effective communication across the department and with internal/external interested parties.
• Collaborate with faculty and academic leadership to support program development, implementation, and continuous improvement
• Ensure compliance with institutional policies, accreditation standards, and regulatory requirements.
• Plan, coordinate, and implement projects and initiatives that improve operational quality, cost-effectiveness, and service delivery.
• Provide project management expertise to ensure timely execution of departmental programs and strategic initiatives
• Partner with other KPSOM departments and offices on projects and programs related to operations, educational initiatives, and institutional priorities.
• Serve as a key liaison to ensure alignment, effective communication, and successful implementation of cross-functional initiatives.
• Lead efforts to design, implement, and evaluate process improvements that enhance operational efficiency and service delivery.
• Develop and apply quality improvement methodologies to monitor and improve departmental performance.
• Conduct program evaluations and assessments to ensure effectiveness and alignment with institutional goals.
• Develop and manage short- and long-term workforce plans in alignment with departmental priorities.
• Recommend organizational structures and staffing models to optimize resources and support departmental goals to department leadership and organizational partners.
• Advise department leadership on budget planning, allocation, and financial performance
• Serve as the primary liaison for financial management and maintain strong partnership with KPSOM Finance.
• Act as a liaison between departmental leadership and other internal units, resolving operational issues and addressing concerns from faculty, staff, and students.
• Conduct analyses and prepare management reports, executive summaries and presentations to support decision-making.
• Serve as the primary resource for operational and administrative activities related to departmental programs.
• Interpret institutional guidelines, advise leadership, and train staff on required processes and procedures.
• Perform additional responsibilities as assigned to support departmental and institutional objectives.
• May provide administrative and operational oversight for educational programs within the department

Basic Qualifications:

Experience

• Minimum five (5) years of experience in professional administrative and management experience or related field.
• Minimum four (4) years of experience in a leadership role with or without direct reports.

Education

• Bachelors degree in business administration, economics, finance, accounting, operations, public health administration, or other related field OR four (4) years of experience in a directly related field.
• High School Diploma or General Education Development (GED) required.

License, Certification, Registration

• N/A

Additional Requirements:

• Experience with leadership development, wellness or other strategic organizational initiatives preferred.
• Internal KP system knowledge and experience preferred.

Preferred Qualifications:

• N/A