Assistant Administrator, Department of Pediatrics

The Department of Pediatrics at SUNY Downstate Health Sciences University is seeking a full-time Senior Staff Assistant / Assistant Administrator.

Job Summary

Reporting to the Department Administrator and working collaboratively with the Department Chair, the successful candidate will coordinate and administer assigned financial, administrative, and operational functions of the Department, including clinical programs, research activities, undergraduate and graduate medical education, human resources, and institutional affiliations.

The Assistant Administrator will support departmental budgeting, financial planning and analysis, personnel administration, procurement, and operational initiatives to ensure effective resource utilization and compliance with applicable University, Hospital, SUNY, and regulatory policies and procedures. The incumbent will exercise independent judgment in managing assigned responsibilities, serve as a liaison to internal and external stakeholders, represent the Department Administrator as designated, and coordinate projects supporting the Department’s clinical, academic, and research missions.

Key Responsibilities and Duties

Departmental Administration and Operations

• Coordinate and administer assigned departmental administrative, financial, and operational activities, including clinical services, research programs, medical education, and institutional affiliations.

• Collaborate with the Department Administrator and Chair in departmental planning, operational priorities, resource allocation, and implementation of institutional initiatives.

• Independently manage assigned administrative functions, exercising sound judgment and ensuring compliance with established departmental and institutional policies and procedures.

• Represent the Department Administrator, as designated, at meetings and conferences and in communications with internal and external stakeholders.

• Serve as a liaison to the Dean’s Office, Hospital Administration, Human Resources, Finance and Budget, Faculty Practice Plans, affiliated hospitals, faculty, and external agencies.

• Coordinate and manage special projects, departmental initiatives, and outreach activities as assigned by the Department Administrator and/or Chair.

• Evaluate administrative processes, identify opportunities for improvement, and implement procedures to enhance departmental efficiency and effectiveness.

Financial Management and Budget Administration

• Coordinate the development, preparation, consolidation, and monitoring of departmental operating budgets, incorporating University and Hospital funding, clinical affiliations, physician salaries, research grants, and other restricted and unrestricted funds.

• Collaborate with the Department Administrator in preparing financial projections, budget forecasts, and analyses to support departmental clinical, research, and academic programs.

• Monitor departmental expenditures, financial performance, and resource utilization to ensure alignment with approved budgets and institutional objectives.

• Coordinate budget administration associated with Graduate Medical Education (GME) and Undergraduate Medical Education (UME), including educational reimbursements, expenditures, and funding allocations.

• Prepare and analyze financial reports, identify budget variances, and recommend corrective actions or resource adjustments as appropriate.

• Administer assigned procurement, purchasing, expense processing, and inventory management activities.

• Ensure departmental financial transactions and procedures comply with applicable SUNY, New York State, University Hospital, and Research Foundation policies and guidelines.

Human Resources and Faculty Administration

• Collaborate with the Department Administrator to assess staffing requirements, identify workforce planning opportunities, and coordinate departmental recruitment and personnel initiatives.

• Coordinate faculty and staff personnel transactions, including appointments, reappointments, position changes, and other employment-related administrative processes.

• Serve as a departmental liaison to Human Resources and other institutional offices regarding personnel actions, staffing matters, and administrative requirements.

• Coordinate employee performance program and evaluation processes, including tracking required documentation and ensuring compliance with institutional policies and established deadlines.

• Maintain and monitor personnel records, staffing information, and administrative reports to support departmental operations and workforce planning.

Clinical, Academic, and Research Program Support

• Coordinate administrative and financial activities supporting departmental clinical programs, research initiatives, residency programs, medical student education, and affiliated institutional programs.

• Collaborate with institutional offices and affiliated hospitals regarding academic program funding, educational reimbursements, and related operational requirements.

• Assist in monitoring and analyzing physician billing, reimbursement activities, productivity measures, and compensation models to support departmental financial and operational planning.

• Analyze financial and operational information related to hospital-based clinical services and physician practice activities and prepare reports to support departmental decision-making.

• Coordinate assigned administrative and financial activities related to research grants and other sponsored program funds in collaboration with appropriate institutional offices.

• Prepare financial analyses, operational reports, and recommendations to support departmental clinical, educational, and research objectives.

• Perform other job-related duties as business needs warrant and/or as assigned.

Work in collaboration with the Department Administrator on all aspects of the Department.

Required Qualifications

• Bachelor’s Degree in Business Administration, Healthcare Administration, Public Administration, Finance, Accounting, or a related field.

• 2+ years of progressively responsible administrative, financial, or operational experience.

• Strong analytical, organizational, problem-solving, and critical-thinking skills, with the ability to independently manage multiple priorities and meet established deadlines.

• Excellent written and verbal communication skills, with demonstrated ability to interact effectively with faculty, administrators, staff, and internal and external stakeholders.

• Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.

• Ability to exercise sound judgment, maintain confidentiality, and work independently and collaboratively in a complex organizational environment.

• Or, a satisfactory equivalent combination of experience, education and training.

Preferred Qualifications

• Master’s Degree in Business Administration, Healthcare Administration, Public Administration, or a related field.

• 3+ years of progressively responsible administrative, financial, or operational experience, preferably in an academic medical center, hospital, medical school, higher education, or similarly complex institutional environment.

• Experience in budget development and administration, financial analysis and forecasting, expenditure monitoring, physician practice operations, or clinical revenue cycle activities.

• Working knowledge of human resources administration, personnel transactions, and workforce planning processes.

• Familiarity with Graduate Medical Education (GME), Undergraduate Medical Education (UME), research funding, and academic affiliation agreements.

• Knowledge of SUNY, New York State, Research Foundation, or public-sector administrative and financial policies.

• Experience with enterprise financial, human resources, or administrative information systems.