Department Administrator, Clinical

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The Department of Pathology at the University of Miami, Health System, is seeking a full-time Department Administrator, Clinical, to work on-site in Miami.

CORE JOB SUMMARY
The Department Administrator, Clinical performs administrative work in conjunction with other department administrators to provide leadership to a specific functional area in the organization.

CORE JOB FUNCTIONS

• Develops policies and procedures for department operations and ensures compliance.
• Develops and maintains systems for managing and reporting the department's activities.
• Maintains close liaison and positive working relationships with faculty, staff, and all other employees interfacing within the department.
• Provides leadership in developing business strategies and tactics to support the goals of the department and overall Health System strategic plans for market growth and development.
• Guides managers in developing skills and implementing performance management practices.
• Supports professional development of the workforce.
• Monitors staff and physician satisfaction.
• Provides administrative oversight to the division's practices, supporting the employment of the quality improvement process in improving operations.
• Directs the planning and strategic formation of clinical program goals.
• Analyzes and reviews financial and productivity reports.
• Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with university policies and procedures. Ensures employees are trained on controls within the function and on university policy and procedures.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

• Bachelor's degree in relevant field required
• Minimum 5 years of relevant experience required

Knowledge, Skills and Abilities:

• Strategic Alignment: Skilled in aligning departmental goals with enterprise-wide strategy and develops comprehensive strategic plans.
• Financial Management: Ensures fiscal responsibility, and optimization of financial performance.
• Resource Management: Ability to allocate resources and drive innovation and growth.
• Adaptability: Proven ability to adjust to changes and leads/inspires transformational change.
• Team Leadership: Ability to build and lead high-performing teams, manage complex projects, and ensure successful project delivery.
• Technology & Analytics: Understanding of technology, data analytics, and performance measurement to drive strategic decisions and identify opportunities.
• Communication: Ability to influence others, articulate strategic vision, and ensure clear and persuasive communication.

Department Specific Functions

1. Clinical Division Operations Support

• Provide direct operational and strategic support to clinical division chiefs across all pathology subspecialties.
• Partner with division leadership to develop and execute strategic initiatives, process improvements, and resource management plans.
• Support division chiefs in resolving operational challenges, optimizing clinical workflows, and aligning day-to-day activities with departmental and institutional goals.
• Facilitate communication between division chiefs, departmental administration, and institutional partners to ensure coordinated decision-making and timely issue resolution.
• Oversee implementation of new clinical programs, service expansions, and operational efficiencies in collaboration with division leadership.
• Develop and maintain SOPs and documentation related to clinical division operations and support processes.
• Staff and support committees, task forces, and workgroups associated with divisional strategy and clinical operations.

2. Clinical Scheduling Operations

• Direct and oversee the creation, monitoring, and management of the Qgenda Pathology schedule in collaboration with division chiefs, the Chair, and the scheduling committee.
• Ensure accuracy, fairness, and transparency in clinical service coverage and workload assignments.
• Oversee automation and quality control systems to improve scheduling accuracy and operational efficiency.
• Generate and review double-service and variance reports for leadership review and workload optimization.
• Serve as departmental liaison with institutional scheduling partners for coordination and conflict resolution.
• Supervise scheduling staff and ensure timely updates, consistency, and compliance with established policies.
• Staff and support related committees and task forces.
• Develop and maintain departmental scheduling policies, SOPs, and procedural documentation.

3. Pathology Clinical Coordinators Oversight

• Provide strategic and operational leadership to Pathology Clinical Coordinators across all divisions.
• Assess, design, and implement workflow and process improvements to enhance clinical efficiency, coordination, and communication.
• Collaborate with laboratory leadership, medical directors, and hospital teams to ensure alignment of clinical operations and service quality.
• Develop, maintain, and communicate SOPs and procedural documentation related to coordination functions.
• Supervise coordinator performance, providing mentorship, accountability, and professional development opportunities.
• Staff and support committees, task forces, and working groups related to clinical coordination.

4. Reference Services

• Provide strategic oversight and direction for reference operations, ensuring exceptional quality, service delivery, and client satisfaction.
• Manage intake and onboarding processes for new clients, including form completion, contract coordination, and SOP adherence.
• Lead the development, review, and maintenance of Standard Operating Procedures (SOPs) supporting reference testing and consultative workflows.
• Collaborate with faculty, IT, and administrative teams on CoPath Wheel discussions and workflow optimization.
• Partner with Marketing and Communications to update the reference services website and strengthen outreach visibility.
• Oversee Neuropathology consultation workflows to ensure quality, accuracy, and timely reporting.
• Coordinate departmental representation and logistics for external professional events, including the Beach Conference and FSP Conference reference booths.
• Staff and support committees, task forces, and working groups associated with reference services.
• Supervise reference services staff, ensuring compliance, operational excellence, and process improvement.
• Maintain and update departmental policies, SOPs, and performance standards related to reference operations.

5. Extra Clinical Duties (ECD)

• Serve as departmental lead and primary point of contact for the Extra Clinical Duties (ECD) program.
• Oversee ECD scheduling, review, and validation to ensure accuracy, compliance, and fair workload distribution.
• Manage onboarding, training, and communication for faculty and staff participants in the ECD program.
• Collaborate with finance and leadership to align ECD processes with departmental and institutional policy.
• Maintain and update documentation, policies, and SOPs governing ECD administration.

6. Pathology Informatics Support

• Provide operational oversight and administrative coordination for pathology informatics initiatives across all divisions.
• Partner with the Medical Director of Pathology Informatics, IT teams, and laboratory leadership to optimize data systems, digital workflows, and LIS/EHR integration.
• Support implementation and maintenance of key informatics systems such as CoPath, Beaker, and digital pathology platforms, ensuring functionality, data accuracy, and compliance with institutional policies.
• Collaborate with informatics leadership on user training, troubleshooting, and optimization of reporting tools and dashboards to enhance clinical efficiency.
• Serve as liaison between the department and institutional information technology offices to facilitate issue resolution and system upgrades.
• Assist with project management for informatics-related initiatives, including new technology adoption, system conversions, and workflow automation.
• Maintain and update departmental SOPs, process maps, and documentation related to informatics operations.
• Staff and support related committees, task forces, and working groups dedicated to informatics and digital transformation.

7. General Leadership and Operational Excellence

• Provide overall leadership, strategic direction, and operational oversight for all clinical functions within the Department of Pathology and Laboratory Medicine.
• Supervise cross-functional clinical teams, fostering collaboration, accountability, and a culture of continuous improvement.
• Establish measurable goals and performance metrics for clinical operations, tracking outcomes and implementing corrective actions when needed.
• Serve as a primary liaison between the department and institutional leadership to ensure effective communication and coordination of clinical activities.
• Ensure departmental compliance with all regulatory, accreditation, and institutional policies through strong internal controls and training.
• Promote innovation, professionalism, and excellence in all operational and clinical practices.
• Lead by example, demonstrating integrity, transparency, and commitment to service and quality.
• Oversee policy development, SOP maintenance, and consistent implementation of best practices across all areas of clinical operations.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Job Status:
Full time

Employee Type:
Staff