Administrative Manager

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Job Title:

Department:

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.   

Additional Information:

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 

Location:

Position Type:

Scheduled Hours:

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