Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Bargaining Unit:

UUP

Job Summary:

The Department of Psychiatry and Behavioral Sciences at SUNY Downstate Health Sciences University is seeking a full-time Senior Staff Associate / Administrator.

Reporting directly to the Chair of the Department, the successful candidate will manage the administrative and financial affairs of the Department (clinical, research programs, resident/student education, affiliations) consistent with the standards of performance required by the Department and University. Additional duties and responsibilities will include, but is not limited to:

Finances

• Develops, prepares and presents the consolidated budget to the Chair, incorporating all the components of the department's resources (budget components including hospital/university component, clinical affiliations/salaries, research grants/funds, and other restricted and unrestricted departmental funds).
• Design financial projections so that the Chair can budget for and implement clinical, research, and academic programs in accordance with the department and institutional mission and goals in accordance with institutional guidelines and policies.
• Directs effective financial administration of the Department's budget(s) to respond to programmatic needs and changes and recommends to the Chair appropriate financial strategies and funding methods (for example budget allocations, cuts, etc.).
• Ability to perform complex financial analysis and customized reporting. Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management, and financial reports.
• Ensures that there is a uniform application of standard methodology to track, monitor, report and audit expenditures. Advises and reports on potential problems and issues.
• Oversees the financial administration of the Departmental clinical practice management plan (CPMP).
• Reviews and prepares business plans, as requested by the Chair.
• Keep abreast of all revenue cycle issues, including billing, coding and reimbursement related issues and facilitates staff training as appropriate.

Grants and Contracts

• Acts as a resource to the faculty on the appropriate use of grant and contract funds, information requests, financial report submissions, and problem solving. Monitors budgets, personnel, resource usage and renewal cycle. Ensures compliance with all relevant internal and external policies and procedures.
• Establishes on-going communication with faculty to assess the potential impact of budgetary changes on sponsored research. Negotiates contracts with vendors.

Administrative/Programming/Planning

• Analyzes, prepares and makes recommendations to the Chair on administrative aspects of proposals for new (or changes to current) clinical, research and teaching programs. Analyses include study of financial feasibility/practicality, financial projections, effects on facilities and equipment, staffing implications, relation to current programs in the department, and impact on department's administrative structure and management systems.
• Assists or represents the Chair in obtaining and negotiating University approval for new programs or changes to continuing programs.
• Provides support to attending physicians and staff.
• Manages the enrollment/credentialing process and re-credentialing process of all clinical providers.
• Ensures departmental compliance with all regulatory governing agencies.
• Assists in the implementation and administration of new or continuing programs and policies.
• Modifies the structure of the department administration and systems in ways which serve new needs.
• Manages and facilitates departmental committees to assist in operational needs assessments. Program administration may include fundraising, travel, community outreach and assistance in the preparation of presentations and papers.
• Provides and implements plans (includes justifications) for phase-out of operations which are no longer necessary for support of the Department's or University's mission or strategic goals.
• Ensures that Departmental and University policies, procedures and programs are in place.
• Time and attendance supervision.

Academic Programs Administration

• Oversees management of all students, fellows and residency related activities.
• Oversees graduate program administration.
• Interprets and reports to the Chair and faculty on regulatory changes that may impact departmental educational, clinical and research programs.
• Financial administrator the educational programs. Process all financial reports to necessary affiliates.

Personnel

• Accountable for proper implementation of University's personnel policies and procedures.
• Responsible for supervision of all department administrative support staff. Recommends and supervises training to meet the needs of individual faculty and staff for SUNY Downstate and the Research Foundation.
• Devises and maintains systems within the department to monitor, analyze and report all personnel actions.
• Assists the Chair with faculty salary setting process, construction memorandums of agreements, and administration. Provides the Chair with appropriate information to maintain academic salary equity.
• Evaluate staff/faculty programmatic needs for appropriate administrative and clinical support. Assesses the manpower needs, including defining positions, preparing job descriptions, paperwork for posting/financial support, performance programs and evaluations.
• Responsible for training of all staff: administrative, clinical and research personnel in policies and procedures.

Information Systems

• Responsible for the department's information systems/technology.  
• Analyzes and prepares budgets for information systems/technologies including but not limited to purchasing, inventory, technology compliance.
• Insures proper maintenance and support for all hardware and software needs.

Required Qualifications:

• Bachelor's Degree is required, preferably in either Finance, Business Management, Public Administration, or Information Systems.
• 5+ years of work experience in a related administrative or business role.
• Demonstrated track record of management of personnel and fiscal experience. Leadership ability to guide, direct, and mentor multi-layered staff.
• Working knowledge of financial programs and budgeting systems.
• Strong knowledge of MS Outlook, MS Word/Excel and webinar software (i.e. Zoom, Teams, etc.).
• Excellent communication skills, including written and oral presentation skills.
• Demonstrated teamwork skills, cultural competence, and professionalism.

Preferred Qualifications:

• Master's Degree in either Finance, Business Management, Public Administration, or Information Systems is preferred.
• Supervisory experience in a related administrative or business role is preferred.

Work Schedule:

Monday to Friday; 9:00am to 5:00pm (Full-Time)

Salary Grade/Rank:

Salary Range:

Commensurate with experience and qualifications

Executive Order:

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation.  If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

Equal Employment Opportunity Statement:

SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws.

Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply.

If you are an individual with a disability and need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please contact Human Resources at ada@downstate.edu