Job Title: Physician Assistant Program Business Manager
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8690
Job Description POSITION OBJECTIVE

Working with a high degree of independence and under minimal direction, the Business Manager of the Physician Assistant Program (PA) will be a central position in the administrative leadership team and will serve as the strategic partner with the program director. The manager is responsible for overseeing and supporting the daily activities related to the PA Program including, student recruitment, clinical placements, budgets and financials as well as data management. The manager will also be responsible for reviewing and evaluating admission files, making recommendations to the executive program director and counseling and advising prospective students on their applications. This position will require regular exercise of independent judgment, discretion and the ability to handle complex matters.

ESSENTIAL FUNCTIONS

Provide financial and administrative leadership to the PA program working closely with the Program Director to implement the strategic goals and objectives of the program consistent with the long-term plan of the School of Medicine. This would include participation in the strategic planning, overseeing the fiscal health of the program across all missions, development and monitoring of the 3 to 5 year financial plan, monitoring progress towards goals and ensuring the efficient operations of the program. Development and management of PA Program Advisory Board. (15%)Assume an active public role in representing the program at selected national meetings and other events that offer the potential to raise awareness of the distinctiveness of Case Western Reserve University’s Physician Assistant program; and have the ability to advance program objectives that include: (15%)Recruit and retain qualified applicants from diverse backgrounds and experiences. Attain and maintain an accredited program that ensures graduates have the requisite knowledge and skills for entry into PA practice. Develop partnerships with community organizations and healthcare systems to provide PA students with high quality education and skills to be able to address community health issues in the context of society and economic systems.

In consultation with the program director, identify and execute education initiatives that support program priorities which include: (15%)Develop strategies to establish continuing pipelines of qualified applicants through collaborations with national organizations.Track recruitment initiatives and activities, benchmark against similar efforts by activities peer and aspirant programs and recommend adjustments to enhance the competitiveness of the university’s PA program. Oversee the development of revenue generating Continuing Medical Education programs for groups like alumni, clinical educators etc.Responsible for preliminarily reviewing and evaluating admission files, making recommendations to the admissions director and counseling and advising prospective students regarding applications. Additional Admissions responsibilities include: (15%)Oversee and manage the applicant interview process. Counsel and advise prospective students about the application and PA Program selection process.Analyze admissions data and create statistical reports that contribute to the development and implementation of a recruitment and retention strategy.In conjunction with the PA and Medical Education leadership team, develop a comprehensive plan to increase the applicant pool from targeted diverse areas.Responsible for the overall fiscal management of the PA portfolio. Work with the executive program director to prepare annual program operating budgets ($2 million) Collect and interpret financial data to assist with the preparations and recommendations for annual operating budgets. Manage the PA Programs current accounts - discretionary and scholarship accounts and monitor its applicant tuition deposit account. Request the setup of any new accounts as needed. Work with Sponsored Projects Administration to set up new project, grant award and scholarship accounts. (15%)Monitor budgets and provide financial data for monthly forecasting, mid-year review and annual year-end closing. Reconcile all monthly expenses statements and maintain all personnel salary expenditure information.Maintain all financial accounts. Process checks, track deposits and expenses and prepare IPAS forms to assure no interruption in projects. Reconcile all invoice-related problems with outside vendors as well as with Accounts Payable. Oversee PCard expenditures for network. Review monthly statements to ensure expenses are valid and assigned to correct speedtype and account. Oversee the approval and monitoring of expenditures on the full portfolio. Develop cost control and monitoring programs. including ordering, processing and executing of departmental contracts through general counsel and procurement, processing travel arrangements and reimbursements for program director and faculty. Maintain accounting records for the program, process program expenses, prepare all cash deposits, process all admission seat deposits [Quickpay], process payments for standardized patients, track expenses by course, journal and reconcile monthly department non-salary expenses and reconcile non-salary expenses on a monthly basis. Oversee student activity fundsWork with the university contracts office to set up new independent contractor agreements for the program. Renew contractor agreements as needed.

Ensure accuracy of tuition return for overseeing PA student registration. Direct student registration according to SIS guidelines and notify students accordingly. Monitor registration and assist students with registration problems. Maintain courses and instructors in SIS and instruct faculty in grade submission. (10%)Manage the administrative team to establish and realize annual application and enrollment targets, promote program growth and meet revenue goals. In addition, identify, propose and manage special projects that are valuable to advancing key network initiatives and goals. (5%)Serve as the program resource on university fiscal policies and procedures. Communicate program and university policies and procedures to administration and staff. Serve as liaison both within the university and from external entities for all fiscal concerns. (5%)

NONESSENTIAL FUNCTIONS

May provide exam proctoring as needed. (5%)Perform other duties as assigned. (<1%)

CONTACTS

Department: Continuous contact with leadership, faculty and staff in Medical Education. Will work closely with the program director to ensure the admission, recruitment and matriculations of the Physician Assistant students is efficient and effective. All contact is to support activities of the Office related to admissions, recruitment, matriculation and student centric administrative and support activities.

University: Continuous contact with PA program leadership and faculty. Frequent contact with School of Medicine staff and with other recruiters on campus. Frequent contact with relevant University Marketing and Communications enrollment marketing staff. Regular contact with the Office of General Counsel and with School of Medicine executive director of enrollment management and strategic initiatives to update and collaborate on enrollment strategies. Occasional contact with Procurement and Distribution Services, Accounts Payable, UTech, University Health and Counseling Services, security and facilities personnel, among others for the purpose of managing special projects. Act as liaison between Program Director and School of Medicine enrollment management. Frequent contact with School of Medicine Registrar’s Office and School of Medicine Financial Aid Office for course and student management.

External: Continuous contact with prospective students, alumni and friends of the PA Program for recruiting efforts, community partnerships, clinical site development and employment opportunities. Frequent contact with national professional organizations, clinical partners, consultants, freelancers, public and private foundations and other outside agencies for developing strategic partnerships. Regular contact with academic advisors, department chairs and faculty at colleges and universities throughout the United States for the purpose of recruiting students. Occasional contact with peer programs for the purpose of professional collaboration.

Students: Continuous contact with current and prospective students to recruit, admit, retain, inform and advise. Regular contact with student interns to assign and supervise projects.

SUPERVISORY RESPONSIBILITY

Oversee Academic Affairs Manager and Program Coordinator.

QUALIFICATIONS

Experience: 8 or more years of experience in financial management including grant and operational finance management required. Experience in administrative operations in an extremely demanding environment preferred. Experience in an academic or medical setting is preferred. Experience with accreditation preferred.

Education/Licensing: Bachelor’s degree in accounting or related business field required.

REQUIRED SKILLS

Basic knowledge and understanding of research administration and grants management.Knowledge of basic accounting practices required.Professional and effective verbal and written communication skills; ability to present and articulate ideas, plans, etc.Strong interpersonal skills: ability to work and communicate with various individuals from a broad spectrum of disciplines, technical and educational backgrounds within the department, school and university and with individuals outside the university.Strong organization skills: ability to multitask, prioritize, give attention to detail and meet deadlines.Effective management skills: ability to lead, work with, elicit cooperation from and read communication styles of team members and staff.Ability to work effectively independently with limited supervision and collaboratively within a team.Ability to learn and apply new ideas, processes, policies, functions, etc. Must be highly motivated and a self-starter.Ability to problem-solve effectively and demonstrate good judgment and logical decision-making.Ability to conform to shifting priorities, demands and timeline. Must be flexible in order to respond to project adjustments and alterations promptly and efficiently. Must be able to adapt to varying workloads and respond appropriately to stressful situations.Proficiency with Microsoft Office Suite, Google Suite, eCommons, Fastlane, Grants.gov, RedCap, Qualtrics, etc. PeopleSoft experience is a plus.Ability to learn and apply software programs and applications as needed.Ability to meet consistent attendance. Ability to interact with colleagues, supervisors and customers face to face.Knowledge and understanding of accreditation requirements.

WORKING CONDITIONS

General office working environment.

Diversity Statement

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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Reasonable Accommodations

Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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