Medical Academic Management

Medical Academic Management

Knowledge, Skills, and Abilities (KSAs): Knowledge of financial, operational, educational and administrative policies, procedures, and regulations. Ability to manage the activities of a unit and employees within the unit. Ability to align administrative, financial, human resource, and operational resources of a department, division, or college within the overarching goals and vision. Familiarity with accreditation standards, curriculum development, and medical education guidelines from relevant organizations. Knowledge of research grant funding processes. Organizational skills. Interpersonal and communication skills. Understanding of data collection and analysis for academic, clinical, and institutional reporting requirements in the area of responsibility.

Role Description

Responsible for providing leadership, direction, training, and management for clinical operations, medical education, resources, and operations of the division, college or institution. Provides strategic expertise and guidance, and has increased accountability. Management level roles have the management and development of human resources as a major responsibility and will have direct employee supervision. This role accomplishes goals through overseeing the areas of responsibility, planning, managing resources, prioritizing, and directing the responsibilities of employees.

Responsible for managing the financial and budgetary functions of a department, program, college or institution in addition to other functional areas (Finance, HR, Strategic Planning, and Staffing) with the responsibility of interpreting and applying broad policies and procedures related to those areas. Collaborates with appropriate stakeholders to maintain, monitor, and administer budgets.

Provides interpretation of rules and regulations and is responsible for ensuring compliance. Assesses risk and makes determinations on the assumption of risk. Creates and implements policies, goals, and procedures. Remains a current knowledge base of changes and new laws and regulations for the healthcare facilities to adequately comply with those regulations. May work with clinicians regarding making policy decisions, overseeing patient care, budgeting, and other relevant activities necessary to ensure the organizational functions. Ensures compliance with policies, procedures, and regulations.

This position typically has supervisory responsibilities. Competencies for this role are usually gained through formal education, specialized training, and/or experience in a program or specialty area specific to the position responsibilities.

 Typical Functions:

Provides guidance, leadership, and oversight of medical administrative functions within academic and clinical units. Responsible for activities related to the delivery of medical care and clinical services such as cost management, utilization review, medical school protocol, and the continuous quality assurance of the practice.

Accountable for setting goals and objectives for the work of others to achieve operational objectives and services standards. Provides financial and managerial for business operations and management of budgetary and financial functions for the department. Provides expertise and analysis for long-range strategic planning.

Academic

Maintains the integrity of academic and curricular programs for all levels of medical education. Responsible for maintaining compliance with accreditation standards. Provides reports to accreditation board on financial and/or academic performance.

Administrative

Interfaces with departmental personnel to coordinate operational activities to ensure adequate staffing, space, and facilities. Coordinates the compilation and preparation of operational and financial reports and analyses that summarize progress, challenges, and appropriate recommendations. Facilitates a variety of human resources functions. Develops presentations and trainings. Manages academic and clinical searches. Manages promotion and tenure process.

Operations

Manages the daily business operations of a department, program or college, primarily in the areas of budget, finance, academic standards and human resources. Serves as a resource and advisor for leadership. Develops internal procedures and guidelines for activities and evaluates effectiveness making recommendations for improvements to enhance efficiency. Supervises, coordinates, and participates in planning and development activities to ensure smooth and successful support of business and academic operations. Participates in the establishment of and implements short and long-range academic and business planning that supports the mission. Acts as liaison with all levels of administration, faculty, and external constituents to coordinate business, accomplish goals, and facilitate the resolution of problems in a large and complex organization. Supervises, trains, and/or mentors staff.

Levels

Medical Academic Management 1 - MR 8 Serves as an operational manager of an academic department within the Quillen College of Medicine making administrative decisions on personnel, financial, contractual, and policies and procedures. Responsible for administrative and operative functions including, but not limited to recruitment, developing and implementing budget strategies, credentialing, marketing, social media, and supporting clinical programs for communities. Makes decisions on the implementation of operations. Informs higher level of potentially controversial matters, or matters with far-reaching implications. Provides guidance on budget matters regarding budget, including hiring and the purchase of large budget items. Typically Exempt. Education/Experience: Typically requires a Bachelor’s degree and three years of relevant, progressively responsible experience, or an equivalent combination of education, training, and experience.

Medical Academic Management 2 - MR 9/10 Provides business and operational leadership for mid-sized academic departments or programs within the College of Medicine. Exercises greater independence in departmental decision-making and strategy implementation. Manages budgets across multiple funding sources and ensures compliance with financial policies. Oversees administrative staff and supports faculty recruitment, clinical contracting, and academic operations. Identifies opportunities for process improvements and develops solutions to streamline department functions. Coordinates with upper management and external partners on departmental matters. Typically Exempt. Education/Experience: Typically requires a Bachelor’s degree and five years of relevant, progressively responsible experience, or an equivalent combination of education, training, and experience.

Medical Academic Management 3 - MR 14 Oversees large, complex departments within a health or medical college. Responsible for comprehensive management of academic, financial, and clinical operations. Leads development and execution of strategic goals, budgets, and resource planning. Exercises broad authority in long-range decision-making and operational direction. Interprets policy, ensures regulatory compliance, and manages complex contracts with clinical partners. Manages other managers or senior professional staff; provides leadership coaching across departments. Typically Exempt. Education/Experience: Typically requires an advanced degree and five to seven years of relevant, progressively responsible experience, or an equivalent combination of education, training, and experience. Terminal degree preferred. Applicable certification or licensure required.

Medical Academic Management 4 Exercises authority over academic programs, faculty affairs, and strategic initiatives. Collaborates with senior college leadership to develop and implement college-wide policies and programs. Responsible for oversight of curriculum, faculty appointments, accreditation efforts, and academic compliance. Represents the College in university committees and external academic or healthcare partnerships. Develops long-range plans and initiatives that impact the academic mission of the College. Typically Exempt. Education/Experience: Typically requires an advanced degree and seven or more years of relevant, progressively responsible experience, or an equivalent combination of education, training, and experience. Terminal degree preferred. Applicable certification or licensure required.

Medical Academic Management 5 Provides strategic oversight of the College’s academic, research, and clinical affairs in alignment with institutional goals. Directs extensive budgets, long-term planning, and partnerships with hospitals and healthcare systems. Leads cross-functional teams, oversees large-scale initiatives, and serves as liaison between academic and clinical leadership. Influences institutional policy and represents the College at the executive level internally and externally. Typically Exempt. Education/Experience: Requires a terminal degree and extensive experience in academic medicine, healthcare operations, or senior-level administration. Demonstrated record of executive leadership required.

Medical Academic Management 6 Serves as the Vice President of Clinical Affairs/Dean of the College of Medicine. Acts as the chief executive and academic leader of the College, responsible for overall strategy, mission fulfillment, and external relations. Leads the College’s efforts in medical education, research, clinical care, and community engagement. Oversees all facets of administration, including academic affairs, budget management, faculty and student success, development, and partnerships. Serves as the primary representative of the College to university leadership, affiliated hospitals, and national organizations. Sets the tone for academic excellence, innovation, and collaborative leadership. Typically Exempt. Education/Experience: Requires a terminal degree (MD, DO, PhD, etc.) and a nationally recognized record of academic leadership, clinical service, and research. Significant experience in executive administration within academic medicine is essential.