Associate Clinical Dept Admin

Position Description

Employees perform assigned duties in support of developing and managing a comprehensive outpatient Clinical Department Practice program consisting of various clinical sites. The in incumbent may also be responsible for development and maintenance of financial reporting for the entire Department's activities. Employees in this classification may be responsible for nurses, and clerical/secretarial employees assigned to their clinical service. Work is performed under usual clinic conditions necessitating a high degree of contact with patients, residents, physicians, medical students, faculty, and professional staff of other institutions. This position may require some travel.

Department

Pediatrics Ama Genl

Major/Essential Functions

Provides operational leadership and cross-functional coordination for the Department of Pediatrics under the direction of the Department Chair and Sr. Clinical Department Administrator. Serves as a key administrative partner responsible for strengthening clinical operations, integrating academic and clinical activities, supporting faculty and workforce needs, and advancing departmental priorities.

• Leads and coordinates complex clinical operations across faculty, advanced practice providers, nursing, clinic staff, academic programs, hospital-based services, and administrative teams. Identifies operational barriers, clarifies accountability, facilitates timely resolution, and escalates matters requiring executive, clinical, HR, legal, compliance, or institutional review.
• Develops, implements, and evaluates clinical workflows, policies, procedures, service standards, and process-improvement initiatives designed to improve patient access, efficiency, quality, communication, accountability, and continuity of care. Assesses operational performance and recommends practical, sustainable improvements.
• Coordinates provider clinic, call, hospital coverage, and service continuity processes in collaboration with clinical and administrative leaders. Identifies schedule conflicts, coverage gaps, and operational risks; maintains tracking and communication tools; and supports contingency planning for vacancies, leave, recruitment transitions, unexpected absences, and service disruptions.
• Serves as a primary administrative resource for faculty and providers regarding onboarding, practice readiness, workspace, equipment, technology, scheduling, workflow, institutional processes, and operational concerns. Tracks requests, coordinates follow-up, resolves issues within delegated authority, and ensures appropriate escalation when Chair or Sr. CDA involvement is required.
• Directs and supports departmental projects and strategic initiatives, including new clinical programs, service-line development, recruitment, facilities, workflow redesign, quality improvement, and hospital or community partnerships. Develops project plans, timelines, milestones, action items, status reports, and implementation strategies; identifies barriers, resource needs, and decisions requiring leadership attention.
• Integrates clinical and academic operations by partnering with residency and clerkship leadership, program coordinators, faculty, and clinic teams. Assists with resident rotation logistics, faculty teaching assignments, clinic schedule alignment, learner activities, and operational issues that cross academic and clinical areas while preserving the authority of program directors and coordinators.
• Supports workforce planning, recruitment, onboarding, retention, staffing analysis, and organizational development. Assists leaders with workload assessment, role clarification, reporting relationships, performance expectations, succession planning, and identification of staffing risks that may affect morale, productivity, patient service, or program continuity.
• Utilizes and maintains operational dashboards, performance measures, reports, and tracking systems. Analyzes data, monitors progress, identifies trends, and recommends improvements related to staffing, scheduling, workflows, projects, patient access, productivity, faculty support, and service continuity.
• Represents the department on committees, workgroups, and institutional initiatives; builds collaborative relationships with TTUHSC departments, hospital partners, community organizations, faculty, staff, and external stakeholders; maintains confidentiality; and performs other duties and special projects as assigned.

Required Qualifications

Bachelor's degree in Business Administration or a related field; four years of directly related experience. Graduate work with a concentration in Health Organization Management may substitute for the directly related experience.

Preferred Qualifications

• Master's degree in business administration, healthcare administration, public administration, management, or a related field.
• Progressive administrative or operational leadership experience in a healthcare, academic medical center, physician practice, hospital, graduate medical education program, university-based clinical practice or similarly complex professional environment.
• Experience leading or supporting workflow redesign, process improvement, change management, or operational implementation.
• Experience with faculty, physician, advanced practice provider, nursing, resident, or student program support.
• Experience with provider and staff recruitment, onboarding, retention, and workforce planning.
• Professional certification in project management, healthcare management, medical practice management, process improvement, or a related field is preferred.

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information or status as a protected veteran.

Jeanne Clery Act

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal statute requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information. By October 1 of each year, institutions must publish and distribute their Annual Campus Security Policy & Crime Statistics Report (ASR) to current and prospective students and employees. To view this report, visit the TTUHSC Clery Act website at https://www.ttuhsc.edu/compliance/clery-report.aspx.