Director, Administrative Operations (Pediatrics)

Job Summary:

The Department of Pediatrics at the University of Illinois Chicago is seeking a Director of Administrative Operations. The Director of Administrative Operations (DAO) provides senior level administrative leadership for the Department of Pediatrics within the College of Medicine. Reporting directly to the Department Head, the DAO serves as the principal administrative partner supporting the department’s academic, clinical, research, and service missions.

This position has comprehensive responsibility for financial management, clinical operations support, human resources, grants administration, facilities and space management, performance metrics, and strategic planning. The DAO collaborates closely with departmental leadership, faculty, physicians, clinical administrators, and college leadership to ensure operational excellence, financial sustainability, regulatory compliance, and continuous improvement in a complex academic medical environment. 

Duties & Responsibilities

Financial Management and Strategic Planning

• Develop and manage the department’s annual operating budget, including monthly financial reporting, forecasting, cash flow management, and expenditure review and approval.
• Develop and implement strategic plans, annual goals, and administrative priorities aligned with College of Medicine and institutional objectives.
• Analyze and present financial data to identify and support new business opportunities, including new clinical services, programs, facilities, procedures, and cost models.
• Oversee operational payment structures, patient billing processes, and payer compliance in accordance with contractual and regulatory requirements.
• Lead departmental marketing efforts by developing, implementing, and evaluating marketing plans that support clinical growth and program visibility.
• Create, implement, and monitor the departmental strategic plan, reporting progress and outcomes to leadership.

Clinical Operations and Practice Management

• Provide administrative oversight and operational leadership for clinical practices within the Department of Pediatrics.
• Partner with physicians, division chiefs, and clinical leadership to support access, efficiency, quality, and patient experience across clinical programs.
• Support clinical program development and expansion through financial analysis, operational planning, and resource allocation.
• Ensure clinical operations comply with institutional policies, accreditation standards, payer requirements, and applicable regulations.

Operations, Facilities, and Space Management

• Oversee maintenance, repair, remodeling, and equipment purchases by identifying needs, planning budgets, and reviewing contracts as appropriate.
• Manage off site practices and locations, including negotiation, monitoring, and renegotiation of revenue generating contracts and leases.
• Direct all day-to-day administrative operations of the department.
• Maintain and report accurate space utilization and inventory data for departmental facilities.

Performance Metrics and Continuous Improvement

• Establish, monitor, and report key performance indicators related to financial performance, clinical operations, productivity, staffing, and space utilization.
• Develop reports and dashboards to support data driven decision making by departmental and college leadership.
• Identify trends, risks, and opportunities, and recommend strategies for operational and financial improvement.

Grants and Research Administration

• Provide oversight of departmental grant activities to ensure research aims are met and compliance with sponsor, institutional, and regulatory requirements is maintained.
• Partner with faculty and research administration to support sustainable research operations and financial stewardship.

Human Resources and Workforce Management

• Oversee recruitment activities for faculty, physicians, and staff in collaboration with
  appropriate leadership, ensuring required credentials and documentation are obtained.
• Manage and develop departmental HR staff and administrative leadership team
• Develop and monitor compensation plans, income guarantees, and productivity incentive
  programs in alignment with institutional guidelines.
• Provide guidance on employee relations, performance management, workforce planning, and
  organizational development.

Leadership and Governance

• Serve as a senior advisor to the Department Head on administrative, financial, clinical
  operations, and workforce matters.
• Represent the Department of Pediatrics on college- and institution-level committees and
  initiatives as assigned.
• Promote a culture of accountability, collaboration, compliance, and continuous improvement.