Pediatric Surgery Division Administrator/Manager

The Division Administrator for Pediatrics is responsible for overseeing and executing the day-to-day and strategic administration and operations of the Pediatric Surgery Division. Additionally, they are responsible for the supervision of the Division Administrator for the Pediatric Cardiac Surgery Division. The position provides strategic administrative and operational leadership, guidance and support on research, education, clinical affairs, and faculty development, and oversees administrative staff supervision. In addition, the Division Administrator is responsible for budgeting and financial management, project coordination, oversight of divisional events, and provides direct administrative support to a team of Pediatric Faculty members.
Essential Functions to include:

Direct Support to Pediatric Surgical Faculty – 25%
* Maintain faculty’s dynamic professional and clinical calendars
* Coordinate professional meetings
* Oversee travel arrangements and reimbursements
* Update and manage CV’s
* Provide assistance and guidance with licensing, training and other compliance related requirements
* Report on continuing education initiatives
* Assist in correspondence on behalf of faculty
* Manage call schedules, clinic schedules, and Qgenda information
Budgeting & Finance – 25%
* Responsible for planning, preparing, and monitoring divisional budgets
* Participates in forecasting, fiscal planning and managing clinical contracts
* Participate in fiscal management for combined $6M budget and $4M in philanthropy funds
* Pre and post award budgeting, forecasting, and expenditure management
* Track and monitor contracts with Fairview and Hennepin County Medical Center
Leadership and Supervision – 25%
* Supervise and provide oversight of 1 full-time administrative team member, ensuring work quality and efficiency by managing process flows, office policies and expectations
* Participate in the development of administrative staff by coaching, providing timely feedback, performance assessments, and goal setting.
* Oversee administrative staff searches, selection processes and onboarding activities
* Coordinate onboarding, performance reviews, credentialing, IT access and space for new staff and faculty hires
* HR contact for UMP – 7 faculty and 2 professional staff (nurse practitioners)
* Acts as Surgery Clerkship Coordinator for Masonic Children’s Hospital, scheduling and placing incoming medical students
General Office Management – 15%
* Oversee day-to-day administrative operations for the Pediatric Surgery Division
* Manage and implement administrative and operational processes and procedures that are in line with the Division, the Department of Surgery, the Medical School and University policies
* Strategize and oversee office operations, such as space assignments, facilities needs, technology and equipment needs, and vendor coordination
* Management and participation in additional one-time projects and initiatives as needed
Strategic Project Implementation – 10%
* Lead the implementation of strategic initiatives across pediatric divisions
Examples: expanding services to South Dakota and Iowa
Rebuilding Heart Center
* Manage conferences and annual lectures hosted by the Pediatrics Surgery Division
* Manages various recurring and one-time projects and events through all phases of initiation, planning, execution and closure

Required Qualifications
* BA/BS plus at least 4 years of experience, or a combination of related work experience and education to equal 8 years
* Prior administrative, operations, project management, process improvement or related experience
* Excellent interpersonal, verbal, and written communication skills and the ability to work well both collaboratively and independently
* Ability to problem solve, take initiative, improve processes, and to operationalize new initiatives
* Strong organizational skills, attention to detail, and ability to ensure accountability and follow-through
* Ability to effectively lead others and to operate with a high level of confidentiality, discretion, and tact

Preferred Qualifications
* Experience in an academic health sciences, healthcare, or higher education setting
* Knowledge and/or experience with University of Minnesota policies, systems, and procedures
* Google Workspace, Microsoft Office, HRTS, UMN reporting, Zoom, and/or Smartsheet proficiency
* Experience leading and/or supervising others

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.

To learn more about the Department of Surgery, please visit https://med.umn.edu/surgery

Pay Range: $82,000-$84,000; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online Application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your “My Job Applications” page and uploading documents in the “My Cover Letters and Attachments” section.

To request an accommodation during the application process, please e-mail [email protected] or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation’s most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).