Project Manager - Pathology

This is a professional administrative position as Project Manager of the Department of Pathology and Translational Pathobiology at LSUHSC-Shreveport. The incumbent will assist the Chairman and Business Manager with the overall management of the department by providing administrative services and support, including but not limited to, fiscal matters, budgeting, auditing, Human Resources, compliance with University policies, other medical school departments, hospital administration, university administration, and affiliated institutions. The incumbent will be responsible for supporting the Chairman and leadership of the department in ensuring compliance with university policies, rules, and procedures. The incumbent will assist the Chairman with the coordination of other medical school departments, hospital administrations, and LSU Health Sciences administration. GENERAL DESCRIPTION : This staff person is responsible for supporting the leadership of the department in financial, operational, and administrative matters based on applicable policies, rules and procedures established by Louisiana State University. This position requires supervision from the Business Manager and Chairman of Department. Works independently and coordinates with the staff of the Department of Pathology and Health Sciences Center management at all levels to determine the proper course of action and advises on issues within area of responsibilities. The incumbent must be able to work independently and to establish priorities for the daily workload of the section as well as the general duties of the Department of Pathology. The incumbent will take direct supervision and work assignments from the Department of Pathology Business Manager. The incumbent must be able to perform the above-mentioned functions with or without reasonable accommodation, using some other combination of skills and abilities and to possess the necessary physical requirements with or without the aid of mechanical devices to safely perform the essential functions of the job. Working hours: Normal work hours are 8:00am -4:30pm. Workday hours may be flexible to accommodate both incumbent and Business Manager''s schedules. Additional hours may be required based on workload requirements. Lunch and breaks are dictated by workflow. Regular attendance is essential to perform the function of this position. ESSENTIAL FUNCTIONS: 45% Administrative/Human Resources The incumbent works independently acting as liaison between Chairman and other areas of the medical center assisting in relieving him of numerous administrative problems. Possess the highest level of literacy, and skill in use of the English language and maintain the confidentiality of the activities of the Department of Pathology. Incumbent is expected to perform high-level administrative duties based upon knowledge of the Department Chairman''s views and/or verbal instructions. The multiplicity of functions in the academic pathology service significantly increases the demands and importance of this manager position. The incumbent performs advanced administrative duties in all aspects of the Chairman''s responsibilities including local, departmental, community, and national responsibilities associated with his work. The Chairman has membership in a large number of societies, requires extensive coordination for invited lectures, committee appointments, and duties related to official positions in societies. Maintains the Chairman''s schedule, updating as necessary with daily communication including conflicts and rearranging of meetings. The incumbent is responsible for all meetings requiring the Chairman''s attendance which may include agendas, minutes, and follow-up actions. Schedules meetings upon the request of the Chairman, communicating with other academic departments to coordinate schedules of desired attendees or request information for meetings. Notes commitments made by the Chairman and ensures that information is communicated to the appropriate staff members for implementation in a timely manner. Maintains the Chairman''s Curriculum Vitae (CV) to include reviewing, updating, as requested by the Chairman in a timely manner. Coordinates/manages the reappointment process for each faculty member, assisting the Chairman in all required forms, communicating with Medical Staff Office. Assist the department Chairman in planning and organizing seminar, lectures, and events. Makes arrangements with contingency plans when necessary to carry out functions including making travel and housing arrangements for guest speakers, distribution of information to registrants, planning format for program, reserving appropriate meeting room, and ensuring that all necessary equipment is available for the speakers. The incumbent drafts letters, memos, or emails on behalf of the Chairman and at his request for a variety of academic, professional, and institutional purposes, including faculty rank promotion, residency applications, grant applications, and other official requests. Reviews and prioritizes mail, except that which is marked personal, for possible action without input from the department Chairman. Manage and coordinate all aspects of Chairman's increasingly complex travel approval process, including ensuring all $0 travel requests are accompanied by Form 413, verifying complete travel documentation, and securing required approvals from Compliance office. Upon approval, the incumbent will ensure accurate and timely filing with the Louisiana Board of Ethics for each individual trip, often multiple times per month, maintaining strict compliance with regulatory requirements. Provide comprehensive compliance and administrative support to Chairman by coordinating and submitting Conflict of Interest disclosures through Shields, ensuring accurate documentation of each CAP-related trip and adherence to institutional, state, and external reporting standards. Support in maintaining faculty credentialing compliance by coordinating, tracking, and ensuring timely completion of Focused Professional Practice Evaluations (FPPEs) for all departmental faculty. Ensures evaluations are accurately completed and submitted to the credentialing office to support uninterrupted faculty reappointments. Assist with the accurate completion and on-time submission of quarterly physician time studies, ensuring alignment with institutional reporting standards and audit readiness. Serve as the primary liaison with the College of American Pathologists (CAP), coordinating scheduling, communications, and logistics to ensure Chairman's availability and preparedness for meetings, conferences, CAP surveys, and all responsibilities associated with his role as CAP President. Coordinate and monitor faculty leave requests, ensuring adequate leave balances, accurate PeopleSoft entries, and required approvals. Monitor monthly time certification requirements for faculty and staff reporting to the Department Chair and ensure timely completion. Monitor and follow up on PERs to ensure required signatures are obtained without unnecessary delays. Monitor Adobe document workflows to ensure documents requiring electronic signatures are completed and processed in a timely manner. Proactively follow up on outstanding signatures and pending documents to prevent delays in administrative processes. Coordinate monthly service availability with faculty, providing Chairman's scheduled availability for service assignments and communicating changes that may affect subspecialty coverage and scheduling. Facilitate communication between departmental leadership and faculty regarding service assignments and schedule changes, ensuring accurate and timely information is provided. Responsible for the coordination of Faculty candidate schedules for interview, and coordinates travel arrangements for Faculty candidates. Assist Business Manager in performance of duties. These duties may include but are not limited to the following: Assist in recruitment, training, evaluating support personnel, maintaining time and attendance, assist in activities related to faculty recruitment, including grant transfers, secretarial support, moving expenses and assist in annual reviews of position descriptions. Ensures that all Personnel Performance Reviews and planning reviews for classified personnel are completed in a timely manner. Conduct quarterly meetings with all administrative staff to ensure all Departmental, University and State guidelines are being complied with and provides PeopleSoft or computer software training when required. 40 % Fiscal Affairs Assist Business Manager in preparation of regular reports on the financial status of the department, the financial condition of each section, and making financial forecasts and identifying potential problems. Provide financial reports and statistics as required. Assist Business Manager in preparation of department budgets and monitoring variances monthly. Assist Business Manager in coordinating and preparing reports for all fiscal activities in the department including the decentralized billing and collections program and serve as a liaison between the departmental billing personnel and the Business Manager to ensure accurate charges and efficient and successful collections, assuring that laws and university rules and procedures are followed. Acts as the primary point of contact for monitoring the Physician Managed Care credentialing process between the Managed Care Office, Medical Staff Office and Shared Billing Services. Assist Business Manager in administration of Faculty Income Plan, with distribution of funds on a monthly basis, monitoring PeopleSoft accounts for accuracy. Assist Business Manager in administering, monitoring, and planning research funding and expenses as required, purchasing for the department, reviewing requests and monitoring expense reports, in overseeing all account activity, transaction detail report, fund transfers, deposits, interest, etc. 5% Planning Duties may include, but not limited to the following: evaluate financial, facility, equipment and human resource needs, develop goals and define objectives and strategies for fiscal matters including patient revenue and collections, research and training funding, development funds and grants, assist in the development of planning for faculty affairs including annual and/or regularly scheduled meetings and assist in the development of departmental academic, clinical and research programs appropriate to the strategic plans of the University. 5% General Ensures communications within the department. Attend regular staff meetings to promote effective communication and to further departmental goals and conduct these meetings as necessary in absence of Business Manager. Act in conjunction with Business Manage as human-affairs consultant to section support staff. Participate in local, state and national organizations and activities which promote the goals of the Department and University. Acts as a backup for the Primary Care Residency Coordinator and Rural Hospital Telemedicine Coordinator in their absence. 5% Marginal Functions: Perform other related duties and responsibilities as assigned by the Department Chairman and Business Manager.