"Manager of Administrative Operations"

Manager of Administrative Operations Division of Hospital Medicine

The Manager of Administrative Operations is a strategic and service-driven leader within the Division of Hospital Medicine (HM), Department of Internal Medicine. This role is pivotal in managing and optimizing fiscal and administrative operations for a dynamic division comprising over 170 faculty and staff across seven hospital locations.

This role offers a unique opportunity to lead with purpose, drive operational excellence, and make a meaningful impact on the success and culture of the Division of Hospital Medicine.

We are seeking a flexible, open-minded, and service-motivated professional who thrives in a collaborative environment and embodies a team-first spirit. The ideal candidate is a proactive leader who is passionate about staff engagement, development, recognition, and team building, and who brings a high level of enthusiasm to fostering a positive and inclusive workplace culture.

Key Responsibilities

Financial Management & Budgeting

• Provides financial management and administration of a divisional budget exceeding $60 million, and control of all funding sources including grants, endowments, release time, and contracts.
• Plan, develop, prepare and implement annual budgets, budget projections, forecasts, and financial planning tools to support strategic goals.
• Design and refine budgeting tools to streamline financial operations across multiple hospital service lines.
• Conduct monthly financial reconciliations, variance analyses, and strategic financial reviews.
• Create and maintain financial dashboards and scorecards to support data-driven decision-making.
• Develop and create detailed financial reports and collect, analyze and interpret private practice financial data.
• Interpret financial and clinical volume data to guide operational and strategic initiatives.
• Analyze, evaluate and compile summary of clinical volumes for over 50 service lines at seven hospital locations.
• Identify and implement cost-saving opportunities through financial strategic planning.
• Oversee capital asset management, procurement, and resource allocation.
• Direct and manage day-to-day operations of the division including all fiscal, human resources, and administrative affairs, activities and functions in coordination with the Associate Administrator.
• Serves as fiscal resource to division faculty and staff.

Operational Leadership

• Provide technical and administrative leadership to ensure efficient and effective support staff workflows.
• Develop, implement, and maintain financial and operational policies and procedures.
• Review and approve divisional procurement and financial transactions.
• Oversee and monitor all procurement activities.
• Champion process improvement initiatives to reduce administrative burden and enhance operational efficiency.
• Continuously evaluate and update staffing models to meet evolving divisional needs.
• Actively participate in strategic planning with divisional administrative and physician leaders.

Clinical & Faculty Support

• Direct clinical services scheduling and faculty productivity tracking systems.
• Develop and analyze faculty performance scorecards aligned with divisional goals.
• Collaborate with clinical directors to operationalize new strategies and initiatives.
• Identify and recommend areas in which improvements could be made to reduce workflow processing time and reduce administrative burden of faculty by increasing staff responsibilities when possible.
• Manage onboarding and orientation processes for new staff.
• Plans, assigns and monitors individual workloads and completion of work activities and ensures appropriate staffing levels.

Team Management & Staff Engagement

• Recruit, hire, supervise, and mentor fiscal officers and administrative support staff.
• Conduct performance evaluations and support career development planning.
• Supervise and monitor day-to-day activities of administrative staff.
• Foster a culture of growth, recognition, and continuous learning.
• Lead initiatives that promote staff engagement, team building, and a positive work environment.
• Encourage collaboration, inclusivity, and a shared commitment to excellence.

Essential Skills & Qualifications

Leadership & Team Development

• Proven ability to lead and inspire diverse teams.
• Strong commitment to staff engagement, recognition, and professional development.
• Experience in team building and fostering a collaborative, inclusive work culture.
• Demonstrated team-first mindset with a service-oriented leadership style.

Financial & Budget Management

• Advanced knowledge of budgeting, financial analysis, and strategic planning.
• Experience managing large, complex budgets (preferably in healthcare or academic settings).
• Proficiency in financial reporting tools, dashboards, and scorecards.
• Ability to interpret financial and clinical data to inform decision-making.

Operational Excellence

• Strong organizational and project management skills.
• Experience developing and implementing policies, procedures, and process improvements.
• Ability to manage procurement, capital assets, and resource allocation efficiently.
• Skilled in workflow optimization and administrative systems management.

Clinical & Faculty Support

• Familiarity with clinical scheduling, faculty productivity tracking, and performance evaluation.
• Experience supporting staff onboarding, orientation, and annual review processes.
• Ability to analyze and report on individual and group performance metrics.

Communication & Interpersonal Skills

• Excellent written and verbal communication skills.
• Ability to build relationships across departments and hospital locations.
• Open-minded and adaptable in dynamic environments.
• Skilled in conflict resolution and navigating complex interpersonal dynamics.

Technology & Systems

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and financial software.
• Familiarity with academic medical center systems (e.g., Workday, Epic, or similar platforms).
• Familiarity with university policies, procedures, and regulations.

Education & Experience

• Bachelor's degree in business administration, healthcare administration, finance, or related field, or equivalent combination of education and experience.
• Significant progressive experience in administrative operations, preferably in healthcare or academic medicine.
• Supervisory experience required; experience managing cross-functional teams is highly desirable.
• 3 years of relevant experience required. 4-8 years of relevant experience preferred.

The Manager of Administrative Operations will be an integral part of the Division of Hospital Medicine, contributing to the growth and success of this division. The position requires a high level of professionalism, flexibility, strong organizational skills, and the ability to work effectively with diverse groups of faculty and staff.

FUNCTION: Business Planning & Operations

SUB-FUNCTION: Business Operations

CAREER BAND: People Leader Managerial

CAREER LEVEL: M1