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University of Rochester Division Administrator II, Neuromuscular Disease Division - 228853 in Rochester, New York

Division Administrator II, Neuromuscular Disease Division Job ID 228853

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 055 Neurology - NMD M & D


8 AM-4:30 PM


General Purpose:

To lead administrative and managerial oversight for operations of the Neuromuscular Division. This includes planning, directing and coordinating all phases of the administrative, clinical, fiscal, and human resource functions. Division Administrator has responsibility for approximately 50 faculty and staff. This includes 10 faculty physicians, 1 faculty physical therapist, 1 staff physical therapist, 3 Advanced Practice Providers, I RN, 1 Administrator I (High Cost Therapies/Infusions), 3 laboratory managers (EMG and Neuromuscular Ultrasound Laboratory, Basic Science Laboratory, and Neuromuscular Pathology Laboratory), 9 research coordinators and an additional 25 staff in various other job classifications. Collaborates with Division Chief to execute and oversee strategic initiatives, faculty recruitment, advancement, and performance metrics for the division.

Specific Responsibilities:

In collaboration with the Division Chief and with substantial latitude for exercise of independent judgement, the Neuromuscular Disease Administrator will:

Fiscal Management: 20%

  • Develop, plan, and manage salary, operating, and capital budgets. Supervises accounts and purchases including reconciliation with University reports, problem resolution, and analysis of revenue and expense trends and variances. Evaluate and analyze budget information for appropriateness, exemptions, trends, and accuracy. Coordinate regularly with Division Chief, Director of Finance & Research, and Neurology Program Administrator for Divisional financial review, as well as Revenue Integrity, Billing, and Research Administrator.

  • Develop business plans and make recommendations to demonstrate need and resources for various aspects of divisional business expansion and growth.

  • Manage revenue/billing integrity and monitor for multiple outpatient clinics and EMG laboratory testing of over 3000 studies. Identifies trends and addresses issues as they arise . Promotes billing for all services and capture of charges in a timely manner. Manages volumes and revenue and implements changes in operation processes and staffing. Collaborates with Neurology and Hospital Billing, and Revenue Integrity to ensure appropriate billing and revenue integrity.

  • Manages regional, national and international laboratory contracts and generates invoices for payment.

  • Controls expenses and establishes distribution of expenses.

  • Manages EMG and ultrasound targets for service line expansion at WF clinic. Works with EMG Laboratory Director to resolve discrepancies.

  • Oversight for divisional P Card purchases. Responsible for monthly reconciliation of divisional P card purchases and approvals. Ensures divisional P cardholders are compliant with medical center purchasing policy.

    Human Resources Management and Support: 20%

  • Provides program management support of a multidisciplinary team of neuromuscular specialized neurologists, advanced practice providers, support staff, and research coordinators. Establishes divisional policies and ensures compliance with university policies and procedures.

  • Responsible for all aspects of personnel administration including: recruitment, hiring, onboarding, separation, supervision, performance evaluation, compensation, progressive discipline, mentoring, sick leave, vacation, disability, FMLA, PFL, and employee benefits, etc. Prepares salary recommendations and monitors staff compensation level to ensure equity. Advises faculty, staff, and divisional managers on personnel policies and practices.

  • In conjunction with managers/supervisors across the division, ensures consistency of practices, policies, and staff coaching/mentoring. Coordinates regularly with managers/supervisors.

  • Provides mentoring and staff development to aid in employee retention.

  • Develops functional job descriptions and ensures for appropriateness and updates.

  • Ensures each area of division is staffed adequately while adhering to budgeted FTEs.

  • Acts as mentor to onboarding departmental administrators.

  • Ensures compliance with internal and external training programs for staff at various levels (licensure, certification, etc.).

    Clinical Operations and Workflow Management: 20%

  • Manages operations of multidisciplinary clinic scheduling staff and office, for the coordination of clinic appointments and procedures to include EMG, biopsy, and ultrasound. Collaborates with clinic scheduling office Administrative Assistant to ensure effective clinic utilization and appropriate support and resources are provided to Neurology Access Center and AC1 Front Desk staff.

  • Responsible for eParc efficiency and accuracy.

  • Manages quality improvement initiatives to maximize stakeholder satisfaction. Responsible for actionable items with regard to Press Ganey patient satisfaction scores and comments.

  • Responsible for monitoring patient access metrics and performance achieving access goals.

  • Responsible for administrative oversight of a Program Coordinator for 2 ACGME Fellowship programs. Oversees Coordinator, provides coverage for this role as needed.

  • Leads Division and works collaboratively with National Center of Excellence Directors, in preparation and maintenance of care center designations/centers of excellence, including but not limited to: Cure SMA, Parent Project Muscular Dystrophy, MDA, CMT Association, NYS Department of Health Newborn Screening Program (SMA).

  • Acts as liaison with Muscular Dystrophy Association representative. Meets regularly to review processes and make adjustments as needed, to role in clinic.

  • Responsible for oversight of an Admin 1, for a growing, high cost, high complexity NMD infusion therapy program

    General Administration: 30%

  • In conjunction with Unit Chief, responsible for implementation of strategic plan and initiatives- Participates with faculty in the planning and design of program changes. Collaborates with Unit Chief and NMD faculty to create and implement strategic initiatives such as PPMD Care Center designation, MDA and SMA registries, SMA Specialty Care Center designation through NYS DOH, telehealth, and faculty/staff recruitment.

  • Provides coordination and support for regional and national referrers for Neuromuscular Pathology Laboratory. Responsible for Regional and National outreach efforts of the NMD Pathology lab. Liaises with local and national referrers and ePartners to establish and manage system of reporting and compliance.

  • Manages reporting pertaining to performance metrics, such as Third Next Available, Bump Rate, and Encounter Closures and other reports as need. In collaboration with the Division Chief and Program Administrator, identify and investigate trends, significant changes, and areas of concern.

  • Responsible for oversight of coordination of special events, such as International Investigators’ meetings, Regional Patient Education Days, and endowed lectureships. Oversees planning progress for events and represents division. Responds to inquiries and conducts follow up, as applicable to various audiences in attendance.

  • Liaison with University advancement team to ensure continuity of projects such as brochures, patient letters, and donor visits to divisional programs and laboratories.

  • Facilitate university resources to troubleshoot issues such as IT, finance, and space. Responsible for managing space and equipment for division. Assists in facilities planning; determines need for and recommends equipment, repairs, supplies and clerical and other support staff. Initiates requisitions and represents the department in obtaining support services.

    Research Program Infrastructure and Resourcing Administrative Oversight: 10%

  • Collaborates and meets regularly with faculty and Research Coordinator team to ensure efficient use of resources and appropriate Research Infrastructure for multiple Research programs and teams.

  • Manages the regulatory reporting and ensures compliance with government regulations and funding requirements.

  • Manages research activities in order to effectively utilize available resources (personnel, effort reporting, space, supplies, and equipment).

  • Maintain UR CLASP certification for required sponsored programs oversight.


    Bachelor's degree and five years relevant experience including at least two years at a managerial level; or equivalent combination of education and experience. Master's degree, equivalent course work, or specialized experience in an appropriate field related to the assignment is desirable.

    How To Apply

All applicants must apply online.

The University of Rochester is an Equal Opportunity Employer.