Summary

The Family and Community Medicine (FCM) Administrator serves as the administrative leader and senior management advisor to the FCM Chair at Baylor College of Medicine (BCM). This position is critical to the Department’s long-term success through active leadership and oversight of the strategic planning activities for a department of 175+ faculty.
The primary responsibilities of this position are to generate, manage, and interpret strategic priorities; provide financial management and accountability for all Department resources; and to provide administrative infrastructure for faculty, staff, and trainees. These responsibilities cover each of the College’s primary missions of patient care, education, and research. This role is visible and dynamic, providing administrative leadership in multiple BCM entities beyond the Department, including accessibility at the College and affiliated organizations for in-person meetings and collaborative work.

All operational activity for the FCM Department flows through this position. Whether directly performed or delivered by operational partners, all Department operations are the responsibility of the Department Administrator.

The Administrator reports to the Chair of Family and Community Medicine and Chief Operating Officer of the College.

The ideal candidate will have demonstrated aptitude in the following:

• Strong leadership skills and ability to gain the confidence of faculty, staff, leaders, colleagues, etc.
• Proven initiative to anticipate, develop, and implement new procedures and best practices.
• Demonstrated ability to analyze complex situations, identify problems, and develop resolutions.
• Proven ability to develop, analyze, organize, and carry-out project objectives to achieve organizational goals and implement strategic objectives.
• Adaptability to continually changing work priorities and business methods.
• A high degree of professionalism and accountability.
• Excellent negotiation skills. Demonstrated counseling techniques with the ability to act as a facilitator, exercise diplomacy, professionalism, responsiveness, a high degree of flexibility, and resolve concerns and conflicts between individuals and among multiple members of a group in a fair and equitable manner.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to work independently and follow through on assignments with minimal direction and full accountability.

Job Duties

Strategic Planning and Implementation:

• Develops and directs short and long-term strategic business plans for Family and Community Medicine in alignment with overall College priorities, while actively serving as the senior financial and administrative manager
• Drives continuous improvement in all domains and participates in College-wide efforts

People Management:

• Refines and develops an administrative structure that provides the necessary level of support services needed for the Department of Family and Community Medicine’s continued success and strategic growth
• Responsible for the oversight and direction of Human Resource activities across the Department
• Partners with the Chair in faculty recruitment activity and salary negotiations

Budget and Financial Management:

• Strategically manages financial resources for Family and Community Medicine to achieve optimal utilization, including financial planning, budgeting, and accounting functions of service units
• Advocates for high standards and holds staff and faculty accountable to financial management policies involving personnel/payroll, purchasing, budget management, and travel
• Provides fiscal guidance and counsel to faculty and staff to help facilitate leadership’s ability to achieve scientific and educational goals
• Leads the process for the allocation of funding of faculty salaries and clinical incentive plans

Patient Care and Clinical Operations:

• Oversees the administrative management of clinical programs that are significant in value and reputation to the College and health system partners.
• Improves policies and processes to ensure that all clinical services and procedures are billed accurately and in a timely manner, and that collections are pursued promptly and accurately
• Develops guidelines, provides feedback, and educates faculty, staff, and learners on billing processes
• Provides support for the ideal patient experience through focused Departmental activities to improve patient access, experience, and clinic site management

Educational Program Management:

• Oversees all administrative aspects of educational programs in the Department of Family and Community Medicine including but not limited to, Undergraduate Medical Education (UME), Graduate Medical Education (GME), Continuing Medical Education (CME), Allied Health and Graduate School of Biomedical Sciences
• Ensures that BCM programs stay in compliance with all accreditation standards and regulations
• Oversees staffing of faculty and administrative FTE to carry out the spectrum of educational duties and accreditation requirements

Research Administration Management:

• Manages faculty salary distribution on research fund codes, effort, and the distribution of faculty total professional effort
• Leads research administration to support the needs of faculty and staff operations and support of Departmental resources
• Oversees the analytical review of monthly budget reports to satisfy requirements of sponsor agency, institution, and investigators for planning, budgeting, auditing, and oversight purposes
• Partner with Research Mission leadership to effectively manage resources

Space and Facilities Administration:

• Develops and executes functional space plans and coordinates necessary support services for operations
• Analyzes space and equipment and preparing timely annual space and capital reporting to the appropriate College personnel

• Performs other duties as required.

Minimum Qualifications

• Bachelor’s degree.
• Eleven years of directly related experience with four years of supervisory experience.

Preferred Qualifications

• Master’s degree in business, healthcare or closely related field with seven years of directly related experience with four years of supervisory experience.
• Progressively responsible experience in administrative management, to include proficiency in budgeting, grants and contracts, clinical administration, personnel supervision, along with space and facilities management.