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Chief Administrator, School of Medicine
  • Requisition ID #: 23107
  • Job Category: Administration/Management
  • Employment Type: Full Time
  • Experience Level: Manager
  • City, State: Milwaukee, WI
  • Work Location: Medical Education Building
  • Department: Dean
  • Education: Masters Degree



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Position Description:

Chief Administrator, School of Medicine

 

Purpose

Provides operational leadership to strategic initiatives with the Office of the Dean (OOD) of the School of Medicine (SOM) for the Medical College of Wisconsin (MCW). Oversees the day-to-day functioning and running of the administrative aspects of Office of the Dean of the SOM. The Chief Administrator (CA) counsels, supports and advises the Dean of the SOM (Dean) on the performance of projects and initiatives, implements the Dean’s directives, and serves as the Dean’s main liaison with a variety of internal and external constituencies. The CA also manages the administrative functions, support staff, and administrative budgets of the OOD of the SOM. This individual is a key strategic thought partner with the Dean in setting the overall strategies for the SOM. There are 27 academic departments, 3 Institutes, 7 Centers and 13 Senior Associate Deans that report to the Dean with an annual budget of over $1.0 billion. This individual is a key liaison with each of these units to assist the Dean administratively, financially and academically to drive forward the agendas of each of these units in the SOM.

Primary Functions

  • Represent the OOD in system-wide meetings and work. This includes work within:

    • The SOM at MCW

    • The health system partners for MCW (Froedtert Health, Children’s Hospital and Health System, Zablocki Veteran’s Hospital, The Blood Center of Wisconsin)

  • Act as a primary liaison for all separate financial units (departments, institutes and centers) which report to the Dean and all individuals who report to the Dean (departmental chairs, institute and center directors, senior associate deans).

  • The Faculty Practice Plans (Medical College Physicians and Children’s Specialty Group) report to the Dean of the SOM. This individual serves as a primary liaison to facilitate communication, strategic planning and financial planning between the administrative units of the faculty practice plans and the OOD.

  • Collaborate with the Dean to establish priorities, agendas and various reports for presentation to faculty leaders and other appropriate stakeholders.

  • Strategically plan and staff for key SOM meetings including Program Planning, Executive Committee of the Faculty, Clinical Chairs, and an academic committee of the MCW Board of Trustees.

  • Responsible for all budgetary and financial planning in support of the OOD, including all expense management, budgeting, and project/special initiative funding.

  • Oversee and advise the Dean on the use of the SOM’s strategic investment funds (>$40 million annually)

  • Facilitate a high level of integration and alignment across MCW particularly as it relates to OOD projects, initiatives and communication plans and coordination with the appropriate Executive and Faculty leadership.

  • Enhance decision-making processes by ensuring the Dean has the necessary information on issues to engage in substantive discussions and to make decisions. Investigate and conduct independent research and analysis in providing information to the Dean and other executive leaders.

  • Participate in recruitment of SOM faculty leaders (chairs, directors and SADs) staff leaders (department administrators).

  • Partner with Office of Faculty Affairs to oversee term sheet development, offer letter execution and onboarding for faculty and staff leader recruitments.

  • Connect program planning to leader reviews through leadership development and engagement opportunities throughout the year.

  • Manage the process for external reviews of the SOM’s departments.

  • Responsible for the overall administration of the OOD, ensuring that the office responds appropriately to internal and external issues, requests, and opportunities.

  • Ensure the smooth and efficient operation of the Office of the Dean to help optimize the effectiveness of resources through the development, implementation and monitoring of procedures.

  • Provide day-to-day and long-range assistance to the Dean on a wide range of assignments.

  • Manage the day-to-day operation of the Office of the Dean including supervision of the administrative staff.

  • Serve as a resource to manage expenses, enhance revenues, achieve effective utilization and quality goals and objectives, analyze and utilize information to develop and support management decisions across all units in the SOM.

  • Provide counsel and advice to senior administrators through identification of operations issues and development solutions.

  • Perform other related duties incidental to the work described herein and as may be assigned or delegated.


Preferred Schedule:


Position Requirements:

Knowledge – Skills – Abilities

  • Shows awareness of organizational culture and builds formal and informal networks to achieve goals, both within MCW and other partners. Builds and maintains long term relationships both within MCW and with key external partners and other stakeholders.

  • Understands and works collaboratively to facilitate leadership and personnel development

  • Acts as a catalyst for organizational change. Ability to assess readiness and manage people through change processes. Strong leadership and management skills.

  • Comprehensive knowledge and understanding of MCW administration.

  • Sets ambitious goals and achieves results in the face of challenges and setbacks.

  • Exhibits proficiency in technical and business writing. Incorporates advanced communication skills in all discussions, including the use of persuasion, negotiation, and public speaking. Strong critical thinking, problem solving and attentiveness to detail required.

  • Interpersonal skills to effectively communicate with senior management and staff within the institution.

  • Independence, excellent organizational skills, detail focused and demonstrated ability to respond quickly to changing regulatory requirements.

  • Demonstrated leadership and managerial skills with strategic planning processes.     

  • Demonstrated ability to plan, organize, coordinate and direct multiple projects and deadlines.

Organizational Structure

Building: MCW Professional Office Building (Hub)

Department: Office of the Dean, School of Medicine

Reports to (Title): Dean and Executive Vice President, School of Medicine

Direct Reports (Titles): Administrative Staff: Business Manager, Senior Executive Coordinator, Project Coordinator

Collaborates with (Titles): President/CEO, Senior Vice Presidents, members of the Executive team, Faculty leaders

 

Specifications

Appropriate education and/or experience may be substituted on equivalent basis

Minimum Required Education: Master’s degree

Minimum Required Experience: 8 years of related experience. Requires strong leadership management, ability to manage challenging situations and effectively facilitate change in a diverse leadership environment, interacting with senior leaders from MCW and partnering institutions. Experience in highly diverse and political organizational landscapes preferred.

Preferred Education: MBA

 

Classification

Grade Name                                   27

Full-Time Equivalent                        1.0

FLSA Status                                   Exempt

FLSA Test                                       Administrative

Workweek                                       Full-time role with expectations for coverage during core business hours and flexibility required as necessary to accommodate business needs.

Job ID                                            262

Job Name                                       Director

Position Category                            First/Mid-Level Officials and Managers

 

Job Scope

  •   Problem Solving                  Work requires long cycle procedures or functions

  •   Impact                                Errors may result in damage or expense

  •   Leadership                          Supervision is provided only as needed

  •   Internal Communication       Communicates regularly regarding controversial matters

  •   External Communication      Communicates regularly regarding controversial matters

  •   Responsibility                     Uses funds or property to perform work as part of a unit

  •   Confidentiality                     Uses confidential information regularly

 

Physical Requirements

Work requires occasionally lifting moderate weight materials, standing, or walking continuously.

 

Risk Potential

Little or no exposure to hazards such as dust, fumes, or extreme temperatures, airborne or blood borne pathogens, extreme temperatures, or allergens.

 

Sensory Acuity

Ability to detect and translate speech or other communication required. May occasionally require the ability to distinguish colors and perceive relative distances between objects.

 

Work Environment

Occasional exposure to dust, noise, temperature changes, or contact with water or other liquids. Work is performed in an environmentally controlled environment.


About MCW
The Medical College of Wisconsin (MCW) is one of the largest healthcare employers in Wisconsin. We are a distinguished leader and innovator in the education and development of the next generation of physicians, scientists, pharmacists and health professionals; we discover and translate new knowledge in the biomedical and health sciences; we provide cutting-edge, collaborative patient care of the highest quality; and we improve the health of the communities we serve.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.