Description

Department:

38923 Wake Forest University Health Sciences - Gerontology

Status:

Full time

Benefits Eligible:

Yes

Hours Per Week:

40

Schedule Details/Additional Information:

Monday to Friday, onsite at Atrium Health Wake Forest Baptist in Winston-Salem, NC

Pay Range
$28.55 - $42.85

Onsite, full-time position (Monday through Friday) for an Administrative Manager who can provide operational, HR, financial, and faculty-support leadership for the large and complex Gerontology Section. This role oversees the administrative support team and personally performs advanced administrative functions requiring deep institutional knowledge, independent judgment, and exceptional organizational skill. The Administrative Manager serves as the section's expert in Workday, Deem, Mountain Pass, Microsoft 365, and key compliance areas including credentialing, faculty affairs, travel/expense, CE/CME, and Uniform Guidance.

Required

• Bachelor's degree in business, healthcare administration, or related field.

• 5+ years of management experience.

• Advanced proficiency in Microsoft 365.

• Strong ERP experience (Workday preferred).

• Experience supporting administrative, academic, or clinical operations.

• Strong communication, analytical, and organizational skills.

• Ability to manage sensitive information and maintain confidentiality.

Preferred

• Experience with Deem travel system

• Working knowledge of Uniform Guidance

• Familiarity with NIH and NIA requirements

• Experience supporting faculty in an academic medical center

• Experience coordinating CE/CME and professional development reimbursement workflows

Key Responsibilities

Faculty Affairs & Mountain Pass (Manager-Owned)

• Serve as the section's expert in Mountain Pass.
• Prepare and submit all faculty appointment documentation, including:
  • Adjunct
  • Secondary
  • Emeritus
• Draft letters, track approvals, and maintain documentation for faculty affairs.
• Coordinate with Faculty Affairs and departmental administration to ensure timely compliance.

Clinical Credentialing & Compliance

• Oversee credentialing and recredentialing processes for faculty and advanced practice providers.
• Manage and track all faculty licenses, including:
  • Medical license(s)
  • DEA license
  • Any required specialty certifications
• Maintain faculty transcripts and compliance files.
• Serve as the primary contact for compliance documentation requests.

Time Study & Huron

• Complete faculty Time Study submissions.
• Maintain Huron access and ensure faculty reports meet institutional and federal standards.
• Track deadlines and communicate requirements to faculty and leadership.

Continuing Education, CME, and Professional Development

Act as the section's subject matter expert for:

• Continuing Education (CE)
• Continuing Medical Education (CME)

• Assist faculty with CE/CME registrations, reimbursements, documentation, and compliance.
• Manage Professional Development (PD) Fund tracking:
  • Maintain detailed PD balance logs
  • Communicate monthly balances to faculty
  • Ensure PD spending aligns with institutional rules and Uniform Guidance
• Review all CE/CME and PD expenses for allowability.

Research & Grants Support

Not a grants manager role but must have strong working knowledge.

• Apply 2 CFR 200 Uniform Guidance to administrative, travel, and operating-expense decisions.
• Identify allowability, allocability, and reasonableness issues in expenses and purchases.
• Support faculty and grants staff with:
  • Biosketch preparation and updates
  • Other Support documentation
• Maintain familiarity with NIH and NIA requirements and preferred formats for compliance.
• Understand connections between travel, procurement, payroll, and grant compliance.

Systems Leadership & Technical Expertise

• Microsoft 365 - Required, Advanced Proficiency
• Outlook (advanced delegation and calendar management)
• Teams (channels, tagging, file management)
• SharePoint (site permissions, document structure)
• Excel (formulas, reconciliation, compliance tracking logs)
• Word, PowerPoint
• OneDrive file organization and shared access management

ERP Systems - Required (Workday Strongly Preferred)

• HR and staffing transactions; supervisory org updates
• Onboarding, job changes, position modifications
• Expense reports, P-card verification, spend authorizations
• Supplier setup, PO requisitions, supplier invoices, misc payments
• Running and interpreting Workday reports
• Troubleshooting Workday issues and guiding faculty/staff

Travel System Expertise - Deem Preferred

• Manage faculty travel through Deem (airfare, hotel, transportation).
• Set up travel profiles, preferences, and delegations.
• Ensure proper integration between Deem and Workday expense.
• Assist with itineraries, receipts, and required supporting documentation.

Human Resources, Supervisory Duties & Team Leadership

• Supervise administrative support staff, delegate tasks, and maintain cross-training.
• Assist with hiring, onboarding, evaluations, coaching, and performance management.
• Support employee engagement, retention, and workforce development.
• Serve as the administrative escalation point for faculty and staff questions.
• Review timecards in Symplr, approve PTO requests, and monitor attendance.

Operational Management

• Manage day-to-day administrative operations for a large academic section.
• Oversee space planning, office setup, equipment needs, and facility-related ticketing.
• Coordinate meetings, events, faculty calendars, room reservations, and logistics.
• Oversee mail, phones, office supply management, purchasing, and vendor interactions.
• Serve as the liaison with Internal Medicine leadership, clinical operations, HR, IT, Facilities, Housekeeping, and Security.

Our Commitment to You:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more - so you can live fully at and away from work, including:

Compensation

• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift, on call, and more based on a teammate's job
• Incentive pay for select positions
• Opportunity for annual increases based on performance

Benefits and more

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

About Advocate Health

Advocate Health is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois; Atrium Health in the Carolinas, Georgia and Alabama; and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with Wake Forest University School of Medicine serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nation's largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits.

Provides overall administrative direction and coordination for policies, procedures and programs of a department or other major academic or administrative unit. Provides leadership and administrative management of day-to-day operations to ensure high quality service and promote a harmonious work environment.