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Department Administrator

Required Qualifications (as evidenced by an attached resume):

Bachelor's degree (foreign equivalent or higher) in Business Administration, Healthcare Administration, Finance or a related field. Five (5) years of full-time, progressively responsible administrative experience. Experience in clinical and/or academic business activities, finances and/or human resources. Experience with departmental budgeting and management of multiple funding sources, financial analyses, modeling, and third party reimbursement. Proficiency with Microsoft Office and/or Google Apps.

Preferred Qualifications:

Master's Degree (foreign equivalent or higher). Additional years (6 ) of full-time, progressively responsible administrative experience. Administrative experience in an academic clinical department. Management of clinical and academic business activities, finances, and/or human resources in an academic healthcare setting. Proficient in Microsoft Excel. Experience with Six Sigma, Lean or Balanced Scorecard methodologies.

Brief Description of Duties:

The Department Administrator functions as the chief operating and financial administrator in support of the complex and interrelated missions of the department. Reporting to the Chair, this individual serves as the principal non-physician leader responsible for the clinical and academic business activities and administrative services in the department. As a partner to the Chair, the Administrator will directly manage operations, human resource activities, financial planning, and budgeting for the Department and its faculty practice. The individual shares responsibility with the Chair for supporting and managing administrative aspects of departments' research, educational, personnel, strategic initiatives, and other business activities at all sites. Expert or familiar with either Six Sigma, Lean, Balances Scorecard or other similar strategies. The successful incumbent will have the ability to manage multiple projects and initiatives.

Administration:

• Approve job posting and offer letters.

• Monitor recruitment, appointment and retention processes for all faculty and staff positions.

• Create and process through Deans Office Faculty Addendum/MOU letters for Faculty.

• Review all draft Faculty offer letters.

• Work alongside the Dean's Office to obtain official Dean’s approval for all faculty offer letters.

• Oversee clinical onboarding processes for the Department.

• Responsible for transfers, disciplines and terminations of staff for the Department.

• Provide training and support to staff to resolve problems within the clinic and motivate employees to achieve a higher level of service.

• Track faculty DEA licenses, CME credits, certifications, privileges, etc.

• Annual Performance Evaluations.

• Routinely travel to and from all business locations in order to effectively perform job responsibilities as required.

• Oversight of meeting measures; MIPS, MACRA, Press Ganey, etc.

• Request clinical reports as needed (ad hoc).

• Approve Departmental accounts (Patient Keeper, Powerchart, etc.)

• Request CPT codes in Cerner and build the interface for billing.

• Participate in weekly meetings.

• Responsible for the cost control through monitoring of operational expenditures.

• Edit and finalize all research budget proposals and Departmental budgets proposals.

• Monitor contracts and manage departmental fiscal affairs from various funding sources.

• Assist with school contracts and negotiating rates.

• Create yearly proposals to the NYS schools to enhance the relationship with our observation team and school evaluations.

• Ensure Child Psychiatry stays up to date on NYS school procedures.

• Communicate with schools on an as needed basis.

• Facilitate meetings between Psychiatrist and NYS schools to resolve issues, if needed.

• Attend CPMP, Clinical Operations (neurosurgery), Administrative Directors monthly meetings, and other as needed meetings.

Financial Planning and Budgeting:

• Provide direction and guidance for all aspects of daily administration and management for the Department.

• Facilitates compliances with federal, state and local laws and regulations.

• Develop and implement departmental policies.

• Oversee legal aspects of the department and communicate with legal counsel as needed.

• Work with clinicians to identify clinical, administrative and safety issues.

• Manage clinical projects at the HSC and Putnam Hall Monitor contacts and manage departmental affairs from various funding sources.

• Assist the COO in directing and managing division-wide projects and initiatives.

• Maintain open communication with physicians, staff and management.

• Function as a liaison between the Chair and the Division Directors and other School of Medicine Departments, Dean's Office, Health Sciences Center offices, County and State agencies and Health Officials.

• Work with CPMP in developing fee structure, charge coding, collection policies and accounts receivable.

• Reconcile and approve payment of departmental expenses.

• Ensure billing is completed within the appropriate timeframe.

Clinical Practice Management:

• Evaluate employees' workload and assign additional responsibilities as new projects develop.

• Assure appropriate supervision of both clerical and clinical staff in multiple locations.

• Provide supervision, guidance and monitoring of staff and provider compliance with reaching budgeted revenue and expense targets.

• Lead monthly meetings with staff to review issues and problem solve.

• Explore options to improve patient satisfaction, utilize patient satisfaction data and customer surveys.

• Identify problem areas and create workable solutions by evaluating best practices.

• Track and approve staff vacations to avoid staffing issues at hospital/clinic.

• Sign off on CPEP moonlighting, timesheets for staff, electronic timesheets, extra service and run monthly payroll reports.

• Responsible for clinical reimbursements, mileage reimbursement, travel etc.

• Responsible for oversight of all aspects of the Clinical Practice.

• Track and eliminate errors in billing that results in reimbursements.

Strategic Planning/Initiatives:

• Develop and monitor faculty and staff incentives plans.

• Oversee clinical integration projects as it relates to the department.

• Assist in development of marketing plans.

• Implement strategic plans developed by the Organization's leadership.

• Implement protocols to ensure compliance with and ability to attest for meaningful use, managed care and incentive programs.

• Responsible for the hiring transaction within the department. Develop staffing objectives, recruitment and retention strategies. Training and development of new staff. Support personnel reviews, transfers, disciplinary actions, terminations, etc.

Supervisor for staff/professional employees

Other duties as assigned.

Special Notes:

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

_Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws._

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA (https://www.stonybrook.edu/commcms/oea/) .

_In accordance with the Title II Crime Awareness and Security Act_ a _copy of our crime statistics can be viewed_ here (https://www.stonybrook.edu/police/) _._

Visit our WHY WORK HERE (https://www.stonybrook.edu/jobs/working-here/) page to learn about the **total rewards** we offer.

SUNY Research Foundation: A Great Place to Work. (https://www.rfsuny.org/media/rfsuny/documents/hr/RFRecruitmentFlyer.pdf)

The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

\#LI-SA1

**Job Number:** 2502938

**Official Job Title:** : Project Administrative Officer

**Job Field** : Administrative & Professional (non-Clinical)

**Primary Location** : US-NY-Stony Brook

**Department/Hiring Area:** : Psychiatry and Behavioral Health

**Schedule** : Full-time

**Shift** : Day Shift **Shift Hours:** : 8am-4pm :

**Posting Start Date** : Sep 10, 2025

**Posting End Date** : Oct 11, 2025, 3:59:00 AM

**Salary:** : $150,000-$180,000

**Appointment Type:** : Regular

**Salary Grade:** : E99

**SBU Area:** : The Research Foundation for The State University of New York at Stony Brook

**Req ID:** 2502938