"Director, Administration - Anesthesiology"

Salary Range

$120,000.00 - $225,000.00

Overview

This position serves as the strategic administrative partner to department leadership, and is the leader of administrative support services for the department, with responsibility for management of the department Division Administrators.
The Director is a dual report to the department chair and the senior director of finance and administration. The Director applies proficient management knowledge required to manage large and/or complex departments, teams and/or functions.
The Director identifies, mobilizes, and ensures that the department’s faculty, students and staff receive high quality administrative support in a manner compliant with university policies and procedures.
Communicates broader initiatives and provides direction, plans, and manages the comprehensive business affairs of the department, including program development, information systems, human resources, staff training and development, facilities management, and regulatory compliance.
The Director position acts with a high level of autonomy, while proactively informing, engaging and collaborating with the department chair and senior director, obtaining approval as appropriate. The senior director is the unit Lead Administrator and has accountability for the financial management of the unit.
This is position is Hybrid- 3 days/ week ONSITE.

Job Responsibilities

Reporting to the department chair, and senior director, the Director, Administration will serve as a key leader within the department, with responsibility for management of the department Assistant Director and Operations Managers and overseeing the development of business plans, drafting new clinical contracts, compliance issues and the daily operations of the department. Supports the Chair in the logistical aspects of their role and oversees the execution and implementation of department-wide initiatives at the direction of both the Chair and the Lead Administrator. The role will serve as the point person on these initiatives. This will involve coordination of efforts and execution with the department’s business office, the Dean’s office, senior department leadership, other YSM representatives and Yale New Haven Hospital representatives. Serve as a confidential resource and liaison for the lead administrator regarding developing issues and concerns. Will help lead efforts to analyze data related to departmental growth and strategic planning and program development. This position will manage many defined areas of work to ensure that goals are met.
Responsibilities will include but are not limited to:
Develop staffing capacity models and manage workload distribution to ensure the Division Administrators have adequate staffing.
Ensure standardization to support their financial and administrative support needs across all sections, ensuring appropriate use of university reporting and when necessary, develop standardized supplemental reports.
Serve as part of the Departmental leadership team and attend and contribute to departmental leadership meetings, with Lead Administrator and Associate Director, Finance, including YNHH quarterly meetings and Dean’s financial meetings as needed to represent the needs of the Department.
Manage work and lead change management initiatives with Lead Administrator and Operations Manager across sections.
Ensure adherence to all deadlines and completion of activities related to finance, human resources, space and facilities; and serve as manager of departmental space initiatives, working closely with the department space analyst.
Oversee the Facilities Management and Optimization function for the Department. Serve as the lead on space renovations and reconfiguration projects. Ensure adherence to all space policies and in collaboration with the Space Analyst for the department, work to identify new space to address growth of faculty and staff.
Develop resource allocation metrics and cross coverage plans.
Develop and implement training program for incoming Division Administrators to ensure consistent training.
Serve as a first point of escalation for emerging issues and an expert resource regarding all policies and procedures.
Ensure coverage during vacancies.

Required Skills and Abilities

1. Well-developed managerial, decision-making, planning, organizational, problem-resolution and leadership skills with the demonstrated ability to influence and manage people on a day-to-day basis.
2. Excellent written and oral communication skills with the ability to adapt communication styles and negotiate skillfully to address the needs of both internal and external constituents and individuals at all levels throughout the University.
3. High-level strategic planning skills with the ability to generate a strategic vision to influence people to achieve this vision and anticipate changes in the business environment and proactively manage changes.
4. Solid understanding of the implementation of internal control systems in a complex business environment.
5. Proficient in Microsoft office including a strong understanding of Excel.

Preferred Education, Experience and Skills

1. Master's Degree preferred.

Principal Responsibilities

1. Strategic Partner: Achievement of the department’s mission and goals by working in close partnership with the unit leader (department chair), faculty, staff, students and service providers to develop and implement the department’s strategy. Understands and monitors external and internal factors influencing the department’s mission and goals. Plans for financial and non-financial resources required for the department to achieve its goals. Supports department and program leaders in conceptualizing, prioritizing, and planning new programs or program changes. Supports, and when necessary drives, the department’s process for strategic planning with key faculty and staff.
2. University Citizen: Connect the unit and the University through communication, alignment of priorities, implementation of initiatives, and active engagement in department or University administrative priorities. Effectively represents department needs, challenges, and opportunities at the University level. Proactively shares knowledge and best practices with others.
3. Financial Analyst: Must be adept at financial analysis and strategic planning regarding the operations planning. Analyze and understand business plans for possible expanding opportunities including acquisitions and service lines initiatives.
4. Risk Management Administrator: Implement and maintain strong internal controls to provide reasonable assurance of effective and appropriate resource use, adherence to contractual obligations and agreements, policies, procedures, and external regulatory requirements. Identify, communicate, address and escalate risks in a timely and appropriate manner to protect the assets, resources, information and reputation of the department and the University. Ensure all faculty and staff understand the regulations and Yale requirements as they pertain to their scope of activity.
5. Talent Manager and Developer: Ensure the Unit employs effective practices for retaining, attracting and developing talent in line with University guidelines and contractual agreements. Ensure that all department staff participate in the University’s performance management and career development processes. Ensure the needs of the department’s current and future talent are assessed periodically and that issues are addressed, facilitating the movement of talent where appropriate and developing Business Operations staff. Cultivate a diversity of backgrounds and perspectives in the department. Assure that the department follows appropriate School and University policies and procedures related to Human Resources.
6. Administrative Services Leader: Ensure efficient and effective completion of all administrative and financial services provided to the department. Ensure high quality delivery of administrative services by providers outside the department, including human resources, information technology, procurement, student services, post-doctoral affairs and faculty affairs. Establish, monitor, and meet or exceed targets for operational excellence. Identify and implement opportunities to achieve continuous improvement of processes. Responsible for building and managing a team of high-performance administrative and financial professionals.

Required Education and Experience

Bachelor's degree & 8 years progressively responsible experience 4 of which are in a leadership role; or an equivalent combination of education and experience. Demonstrated experience with complex strategic planning and resource allocation. Demonstrated experience in managing relationships and influencing outcomes.

Preferred Education and Experience

Master's Degree preferred.