Job title: Director of Administration
Department: Geriatrics & Gerontology / NJISA
Facility: Rowan-Virtua School of Osteopathic Medicine
SUMMARY:
The Director of Administration, in collaboration with the Department Chair & New Jersey Institute for Successful Aging (NJISA) Director, NJISA Co-Director, Vice Chair of Clinical Operations, and Manager of Department Operations, provides organizational leadership and operational oversight for the Department of Geriatrics & Gerontology and NJISA. Reporting directly to the Department Chair, this role manages key operational, financial, compliance, and administrative functions that support the department’s clinical, educational, and research missions. This position supervises core administrative personnel, ensuring effective communication and addressing education and training needs, while collaborating closely with department leadership. The Director of Administration plays a critical role in sustaining high-performing systems that drive continuous improvement, responds to Rowan Medicine Administration (RMA) and Virtua Medical Group (VMG) inquiries, and positions the department for strategic growth.
ESSENTIAL DUTIES AND RESPONSIBILITIES: includes the following. Other duties may be assigned in response to emerging and changing needs in the department.
Financial Management
Prepares, monitors, and revises budgets in collaboration with the Business Manager. Guides the Chief Financial Officer and Budget Office with shared input on revenue and cost projections. Manages the financial activities performance against budget. Explains variances.
Provides stewardship for effort allocation and cross funding resulting from multiple funding sources (grants, clinical revenue, academic budgets, and discretionary funds).
Acts as liaison with the Dean’s Office, Rowan Medicine Administration’s Office, Finance and Accounting, Legal Management, and other centralized services within Rowan-Virtua School of Osteopathic Medicine and Virtua Medical Group. Maintains specialized knowledge in NIJSA’s tri-part mission of clinical, education, and research to effectively represent and communicate the department’s priorities to internal and external stakeholders.
Reviews ITAPs, Changes in Source of Funds, Concur requests, prepared by the Business Analyst.
Clinical Operations
Standardizes processes within the Department’s clinical practice, monitors performance against goal, provides data. Recommends solutions and initiates corrective action seeking guidance from Department Chair as needed.
Analyzes trends in CPT utilization, facility census, panel cancellation, and other metrics to close quality gaps and optimize wRVU production.
Monitors the integrity and continuity of the Epic EMR and billing system. Identifies inconsistencies, perceived errors and works to resolve with Rowan Medicine Administration and Virtua. Ensures compliance with relevant laws, regulations, policies and procedures.
Meets regularly with Clinical Operations Coordinator, who reports directly to the Director of Administration, to tract/monitor appointment scheduling, wait lists, AWVs, and TCMs, to optimize practice efficiency and performance, and create a feedback loop.
Directs the implementation of quality improvement programs ensuring progress toward defined goals and measurable outcomes, working collaboratively with leadership, staff, and faculty to develop and achieve department goals.
Monitors network integrity and reviews results with clinician faculty. Recommends operational changes to facilitate in-network referrals.
Reviews requests for information regarding patients to determine appropriate response when required permissions are unclear; seeks guidance/direction from Legal Management as needed. Informs Chair, Vice Chair of Clinical Operations, Operations Coordinator, and Manager of Department Operations of issues/complaints needing their attention and suggests solutions for managing issues.
Planning and Business Development
Drafts, negotiates, and implements contracts for clinical, educational or other departmental activities. Provides a Fair Market Value (FMV) analysis for contracts and/or agreements with other institutions. Responsible for amending, renewing or terminating agreements in conjunction with Finance and Legal Management office; and manages / updates contracts and other legal documents in Medi-Tract.
Reviews executed contracts for Medical Director or team physician assignments to clinical faculty, ensuring fulfilment of defined responsibilities.
Maintains client relations and ensures fulfillment of contract terms through proper invoicing, timely receipt of contract revenues; prepares contract summary reports for the Chair.
Monitors the health care environment and identifies regulatory changes, trends, changes in the competitive market and opportunities and threats that could impact the Department’s success.
Human Resources Management
Provides support to the Chair in faculty recruitment and coordinates offer, hire, and onboarding processes with the school’s Faculty Affairs office and other departments as needed.
Maintains personnel files for faculty and staff.
Keeps abreast of industry benchmarks and competitive local market and advises Chair on faculty productivity and compensation. Oversees Page Up requisition and hiring process.
Supervises the credentialing for licenses, CDS, DEA and Malpractice Insurance along with staff privileges at partner organizations including Virtua Health, partner hospitals / facilities.
Develops position descriptions for professional and support personnel in collaboration with leadership. Recommends the hiring, firing, promoting, demoting, transferring and/or disciplining of employees and other personnel actions in accordance with university policies and procedures. Conducts performance evaluations.
Oversees the planning and scheduling of the work for the department to maximize effective utilization of employees, equipment and material within budgetary requirements. Approves time and attendance records, including payroll records.
Assesses emerging administrative needs and collaborates with leadership to design sustainable staffing structures, systems, and workflows.
Departmental Policies and Procedures
Investigates problems, acts to resolve them when possible, and reports findings and recommendations to the respective Chairperson.
Recommends, initiates, implements, and monitors departmental policies to ensure they are relevant, up to date, and consistent with Rowan-Virtua SOM.
Responds to administrative inquiries from internal and external stakeholders and implements follow-up to ensure timely and accurate resolution of operation concerns.
Attends, participates, and leads meetings and conferences regarding departmental activities within the University structure. Represents the Department on School and University committees and project teams as assigned. Communicates information and provides guidance to departmental members.
Understands and adheres to the University compliance standards as they appear in Rowan University’s Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.
Keeps abreast of all pertinent federal, state, and University regulations, laws, and policies as they presently exist and as they change or are modified.
Ensures that staff are trained and evaluated on their knowledge of and adherence to compliance policies and procedures specific to their jobs. Monitors ongoing staff education and faculty development. Establishes orientation for onboarding new faculty and ongoing continuous education.
Performs other related duties as assigned.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE:
Bachelor’s Degree in Finance, Business, Healthcare or related field and 5+ years relevant professional supervisory experience in clinical management with responsibilities in a government agency, university setting or major healthcare organization. Note – related professional clinical management or senior healthcare role experience maybe substituted in place of the degree requirement on a year-for-year basis, therefore to quality under this substitution, applicants must possess at least ten (10) years of related professional experience.
Master’s degree preferred in Business, Hospital/Healthcare Administration, or related field preferred.
Specific experience with geriatric clinical practice preferred.
Familiarity with medical terminology, Epic, billing and revenue collection, Medicare and Medicaid regulations preferred.
Demonstrated ability to facilitate inter-disciplinary teams and support interprofessional collaboration. Demonstrated self-direction and goal-orientation. Excellent verbal and written communication, Microsoft Office (Word, Excel, and PowerPoint) and computer skills. Outstanding human relations and leadership skills, and the ability to function in a team environment are required.
NOTES:
Only completed, online applications submitted on or before the deadline will be considered.
Candidates must be legally authorized to work in the US, and the University will not sponsor an applicant for a work visa for this position.
