Business Manager - Academic Medical Finance

The administrative manager provides administrative support management by independently managing and implementing operational activities for each department. Manages and implements the operational budget and human resource activities. Oversees facilities operations and space planning. Responsible for day-to-day activities of the department.

Under direction of the senior administrative director, manages functional activities in cooperation with the department chair and division chiefs. Additionally, the administrative manager interacts, coordinates and liaisons with clinical and other leaders across the organization.

In addition to managing all phases of the administrative support operations, the administrative manager is responsible for a variety of process improvement and special projects for the assigned department(s).

Contributes to the planning, development and implementation of projects, performs advanced, diversified, confidential and highly responsible professional duties. Work assignments are complex in nature where considerable judgment, tact, creativity & initiative are required in meeting deadlines, resolving problems.

Exercises frequent independent judgment, makes administrative decisions for the Department in conjunction with senior administrative director and department chair.

Essential Functions:

  • Manage day-to-day operations of assigned department(s) through administrative departmental support.
  • Oversee and manage any departmental call centers or scheduling functions within the academic departments in partnership with other relevant Hospital or Foundation leaders.
  • Coordinate the on boarding and off-boarding of Physicians.
  • Organize and coordinate departmental events/meetings in partnership with other Hospital departments.
  • Assist physicians in problem solving operational issues related to scheduling, resources, credentialing, etc. through partnership with other departments as necessary.
  • Facilitate or process the timely processing of appointments and promotions of assigned faculty.
  • Participate and assist physicians in Institutional Initiatives impacting faculty and departments including care coordination, electronic medical records, etc.
  • Diligently review departmental operational workflow and processes to identify opportunities for continued improvement and efficiencies.
  • Manage operating budgets assisting the Institution in good stewardship of resources.
  • Oversee and manage assigned personnel staff in assigned department as well as individual PI laboratories. Recruit, screen, hire, orient and train staff. Coordinate and facilitate immigration services.
  • Manage facilities, space utilization, building and equipment safety and maintenance
  • Department specific job duties may include, but are not limited to, event coordination, providing specialized support to chair/division chiefs or physicians and project work.
  • Collaborates with senior administrative director and department chair to participate in short and long-tem planning.
  • Uses discretionary initiative and judgment in handling sensitive & confidential details, establishing priorities and resolving problems relating to day-to-day operations & administrative details. Handles confidential business matters and maintains smooth operation of assigned department(s).
  • Resolves routine and complex inquiries and problems requiring in-depth knowledge of company policies, procedures & projects in progress.
  • Coordinates a wide variety of projects and follows through with executives and high level officials within and outside of the organization.

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.

Performs other related duties as assigned or requested.

Minimum Education and Skills Required for Consideration:

  • Bachelor’s Degree required, Master’s Degree is preferred.
  • 3-5 years of business management experience in an academic research or healthcare environment.
  • Demonstrated experience in budget development, grant management and space planning.
  • (Completion of an Administrative fellowship may substitute for minimum experience requirements)
  • Process Improvement, high level project management, data reporting and analyses, and lean Green Belt Certification is a plus.
  • Excellent human relations skills, required
  • Ability to be resourceful, gather information, problem solving and see opportunities for improvement.
  • Excellent written/verbal communication and organizational skills.
  • Maintain a highly professional work area
  • Must work well as part of an executive team
  • Ability to deal with diverse groups of individuals and situations with a high degree of tact and diplomacy.
  • Sensitivity to intercultural relations
  • Foster/promote a positive image with a highly professional appearance
  • Windows, Word, Excel and PowerPoint required.

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 4000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy. Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

City of Hope is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.

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