UNIV - Division Administrator - Department of Medicine: Division of Hematology Oncology

Job Description Summary

The Division Administrator is the senior administrative and financial leader for the Division of Hematology Oncology, supporting approximately 70 faculty and APPs, 19 staff, a $23 million operating budget, and a complex research portfolio. The position has six direct reports and reports to the Vice Chair of Finance and Administration for the Department of Medicine, working in close partnership with the Division Director.

The Division Administrator provides leadership and oversight for the Division’s financial management, research administration, human resources and faculty affairs, clinical operations, education, regulatory and compliance activities, and strategic planning. The position exercises independent judgment and decision-making authority in managing Division resources, operations, and administrative functions.
In partnership with the Division Director and Department leadership, the Administrator provides financial and operational guidance; supports strategic business, program, and policy development; and advises faculty and staff regarding administrative processes related to clinical operations, finance, research, human resources, and medical education.

The Division Administrator serves as a primary administrative liaison among the Division, Department of Medicine, College of Medicine, MUSC Physicians, Hollings Cancer Center, MUSC Health, ICCE and other institutional partners.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000970 COM DOM Hematology/Oncology CC

Pay Rate Type

Salary

Pay Grade

University-GEN12

Pay Range

81,192.00 - 113,730.00 - 146,166.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

35% – FINANCIAL MANAGEMENT AND RESEARCH

• Direct the fiscal management of Division resources, including unrestricted, grant, contract, clinical trial, gift, and other funding sources.
• Lead financial planning, budgeting, forecasting, accounting, reconciliation, and reporting, exercising independent judgment to optimize use of Division resources.
• Develop and maintain financial management processes and controls that ensure compliance with Department, University, State, Federal, sponsor, and donor requirements.
• Monitor operating and research budgets, cash balances, accounts receivable, payroll, faculty effort, expenditures, and other financial activity; identify variances and initiate appropriate corrective action.
• Ensure timely and accurate completion of financial transactions, reconciliations, effort/activity reporting, invoices, and required internal and external reports.
• Prepare and oversee financial and business reports for the Division Director, Principal Investigators, Department leadership, and other stakeholders.
• Provide financial guidance to faculty and staff and administer faculty salary funding allocations consistent with approved compensation and funding plans.
• Provide administrative oversight of sponsored research activities and collaborate with grants management staff on submissions, renewals, post-award financial management, reporting, and clinical trial activity.
• Support responsible stewardship of philanthropic resources and collaborate with Development and institutional partners on appropriate financial reporting and donor requirements.

35% – HUMAN RESOURCES & FACULTY AFFAIRS

• Lead Division HR and faculty affairs activities in accordance with Department, College, University, and State policies and procedures.
• Partner with the Division Director and Department leadership on faculty recruitment, hiring, onboarding, credentialing, contracting, compensation planning, and annual evaluation processes.
• Oversee provider licensure, certification, privileging, and credentialing activities to ensure required documentation remains current.
• Manage Division administrative support staff, including recruitment, hiring, position management, performance evaluation, development, and other personnel actions.
• Oversee staff payroll, timekeeping, leave administration, personnel records, and related HR processes, ensuring accuracy, confidentiality, and timely completion.
• Ensure Division employment practices and personnel records comply with applicable institutional policies and State and Federal requirements.

15% – CLINICAL OPERATIONS

• Collaborate with Department and MUSC Health clinical leadership to support effective operations of Hematology Oncology clinical practice sand infusion sites, including patient access, scheduling, clinic flow, volume, patient experience, and organizational performance metrics.
• Monitor provider scheduling templates, access metrics, and clinical assignments to support institutional standards and operational needs.
• Coordinate with the APP Manager and appropriate clinical leadership to ensure required supervising-provider coverage for Division infusion locations, including weekends and holidays as applicable.
• Coordinate faculty clinical assignments across practice and service locations.
• Develop, review, and analyze physician productivity, clinical practice, and billing reports; identify trends and recommend appropriate action.
• Provide clinical operational analyses and reports to the Division Director, Vice Chair of Finance and Administration, and other appropriate leaders.
• Ensure clinical providers and applicable Division staff meet relevant compliance and regulatory requirements.

5% – STRATEGIC PLANNING

• Partner with the Division Director and Department leadership to develop and execute the Division’s long-range strategic and business plans.
• Develop business analyses, proposals, financial assessments, and implementation plans for new or expanded programs and services.
• Evaluate existing programs and recommend operational, financial, or organizational changes to support Division and institutional priorities.

5% – COMMUNICATION

• Maintain proactive and timely communication with the Division Director, Vice Chair of Finance and Administration, and other appropriate leaders, including prompt escalation of significant financial, operational, personnel, compliance, or other issues requiring leadership attention.
• Facilitate effective communication and coordination among Division faculty and staff, Department leadership, MUSC Physicians, MUSC Health, ICCE leadership, and other institutional stakeholders.
• Identify matters with broader Department or institutional implications and communicate them to appropriate leadership.
• Maintain general awareness of the Division’s publicly available website information and communicate significant inaccuracies or needed updates to appropriate Division and DOM Communications personnel.

5% – EDUCATION

• Provide administrative and operational support to the Fellowship Director and Fellowship Coordinator for the Hematology Oncology Fellowship Training Program, including assistance with recruitment, onboarding, and related fellowship activities.
• Collaborate with the Fellowship Director, Fellowship Coordinator, and DOM education staff to support student, resident, and fellow educational activities, including rotation scheduling, evaluations, and applicable ACGME requirements.
• Provide administrative support and resources to assist the Fellowship Director and Coordinator in maintaining compliance with institutional and ACGME requirements for the Hematology Oncology Fellowship Program.
• Support the planning and coordination of the Division’s annual CME conference and other educational activities as needed.

Preferred Knowledge, Skills, and Abilities:

• High proficiency in all aspects of MS Office Suite, particularly Excel.
• Experience in financial management and a working knowledge of academic physician practice preferred. 
• Experience in recruitment and the onboarding process of new physicians and advanced practice providers preferred.
• Proven track record of excellent organizational, analytical, and interpersonal skills required and the ability to function within a complex environment comprised of a wide range of individuals both within and outside of MUSC.

Additional Job Description

Minimum Requirements: A bachelor's degree and five years relevant experience in administrative services, public administration or business management.

Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walk