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The Division of Cardiology in the Department of Medicine has an outstanding opportunity for a full-time Administrator.
The Administrator is responsible for the administrative functions, financial management/planning and operational affairs of the Division of Cardiology academic and service units. The Administrator has all the duties and responsibilities of a Chief Financial Officer and the Chief Operating Officer of the division. As the Chief Financial Officer of the Division, the Administrator is responsible for all areas of financial planning and management. As the Chief Operating Officer of the Division, the Administrator is responsible for the overall operations of the Division, which includes support services, facilities, purchasing and inventory, information systems and security, health and safety, compliance, medical education, human resources/academic affairs and marketing. The Administrator is responsible for separate budgetary unit or units and directs the work of others.
The Administrator serves as a senior advisor to the Division Head, providing financial guidance, background information, and management advice and providing counsel to faculty and staff concerning administrative processes associated with patient care, teaching and research activities. The Administrator is responsible for programmatic and financial oversight for the clinical practice, management of the research enterprise, and support of the training programs. The Administrator has a high degree of authority and in partnership with the Division Head, directs strategic business, program and policy development and operational planning for the Division. The Administrator also serves as the administrative liaison with Division programs at affiliate sites as well as with the Department of Medicine and School of Medicine regarding administrative issues. The position has dual reporting to the Division Head and the Department of Medicine Vice Chair of Finance and Administration.
DUTIES & RESPONSIBILITIES
As the Division’s senior financial and administrative manager, the Administrator is responsible for developing and directing the long-range strategic business plan for the Division. This includes preparation of business analyses, proposals, implementation plans for new programs, and the design and implementation of changes to existing programs. The Administrator is directly accountable to the Division Head and the Vice Chair of Finance and Administrator of the Department of Medicine for the successful accomplishment of these tasks.
PERSONNEL MANAGEMENT: The Division of Cardiology in the Department of Medicine has 158 total faculty, including 139 full-time faculty, 70 staff, and 31 fellows. Because of continued growth, the Administrator must continually refine and develop a divisional administrative structure that provides the necessary level of support services needed for the Division’s continued success.
Ensure the Division’s personnel employment activities and practices are in compliance with Department, School, University and State personnel policies and procedures.
Oversee the hiring of all professional and classified staff for the laboratories and offices in the Division.
Provide advice and counsel to hiring managers of personnel decisions. Initiate, review, and recommend personnel actions including promotions, salary actions, employee performance evaluations, training and terminations for staff personnel.
Counsel employees and supervisors to resolve employee relations issues; initiate and follow through with progressive disciplinary actions when appropriate. When necessary, represent the Division in human rights complaints and grievance activities.
FINANCIAL RESPONSIBILITIES: The Administrator manages and monitors a Divisional budget that totaled over $50 million in FY2020. To successfully accomplish this, the Administrator:
Supervises the management of financial resources (e.g., state funds, grants and contracts, and gift accounts) for the Division, including financial planning, budgeting and accounting functions of the academic and the medical service units.
Establishes divisional financial management policies, coordinates with the Division Finance Manager for the preparation of regular financial reporting provided to the Division Head and Principal Investigators. Ensures compliance with the policies and procedures of the University, Department, and those of federal and other funding agencies. Designs, implements and ensures currency of procedures and documentation to assure fiscal compliance with University, State and Federal guidelines and laws involving personnel/payroll, purchasing, budget management and travel.
Provides the planning, budgeting and accounting functions for the Division operating budgets, medical programs, diagnostic and therapeutic laboratory operating and capital budgets and grant and gift budgets, applying appropriate stewardship of available funding streams.
Responsible for oversight of all Division sponsored research administration and the team handling this scope of work. This oversight includes: preparation of research grants and contract proposals for the Division faculty and fellows.
Prepare and maintain administrative and business reports and records. Develop and administer a system for generating monthly budget reports to satisfy requirements for planning, budgeting, auditing and oversight purposes.
Provide guidance and counsel to faculty and staff to help facilitate the Division’s ability to achieve scientific and educational goals
SPACE AND FACILITIES ADMINISTRATION: The division has clinical and research activities occurring at nine different sites. The efforts at these various sites combine to equal over 25,000 square feet of occupied space.
Oversee remodeling projects including development of design, implementation, relocation and coordination of the project. Design and develop a functional space plan for the division and coordinate the support services necessary to ensure the operation of the division’s facilities.
Work collaboratively with staff to develop and manage capital equipment/assets plan to assure equipment within Division is appropriate, as technology and market needs change.
CLINICAL PRACTICE: Oversee division professional billing ($41M/year) and the revenue cycle in collaboration with CUMG and UWP practice plans and medical centers’ executive leadership (HMC, UWMC, SCH, VA).
Collaborate with revenue cycle manager to: develop policies and processes to assure that all clinical services and procedures are billed accurately and in a timely manner, and that collections are pursued promptly and accurately. Additional collaboration: Analyze charge capture, denial reasons, and reimbursement patterns, and recommend process improvements; Develop guidelines and provide feedback and education to ensure compliance with Federal, State, CUMG & UWP policies.
Evaluate the practice plans’ Income Distribution Plans (IDP) to ensure that they appropriately reward clinical productivity and goal achievement.
Evaluate, develop, review and monitor physician productivity reports. Analyze and recommend action concerning clinical productivity and physician billing activities.
Develop and participate in fundraising initiatives to benefit the Division’s various missions.
Oversee and champion diversity, equity and inclusion efforts within Division of Cardiology
Provide support to the medical centers for the biennial JCAHO credentialing review and other accrediting agencies.
Oversee Research Manager for Cardiology Clinical Trials Unit; consult on CTU operations
Coordinate management of Fellowship Training Program and related Translational Research Training Program.
Manage information technology
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
Master’s Degree in Health Care Administration, Business or related field. Minimum 6 years experience in a healthcare environment and demonstrated success in the management of complex programs, activities or units.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
CONDITIONS OF EMPLOYMENT
This position requires an individual who is organized, works well under stress, and can juggle competing priorities. The position demands a flexible schedule and the ability to work long hours due to workload and deadlines, including external deadlines imposed by Sponsored Programs, Medical Centers, Practice Plans, School of Medicine, University. Regularly required to respond to questions outside regular workdays and hours, including weekends. Meetings occur at multiple locations on and off campus, occasionally outside of regular working hours and with external stakeholders. This position requires excellent communication skills and awareness of ethical and political ramifications of decisions. A grasp of the overall mission and objectives of the department within the UW School of Medicine is essential. The individual must be self-motivated, and able to work collaboratively as well as independently.
OTHER COMMENTS: The scope of this position has steadily expanded over the years with increased complexity and duties related to the clinical practices, greater scrutiny over the billing and revenue cycle process, newly mandated healthcare and healthcare information compliance requirements, greater requirements for physician education, and an increased role with the medical centers. The Administrator is in a highly visible position, often standing in for the faculty leadership on strategic decision-making forums. The long-term success of the Division is dependent on the Administrator overseeing the finance, operations, clinical, research and educational programs of the Division. Complexity of the position has also increased due to de-centralization of processes including: SAGE system; financing, budgeting, negotiation with the Hospitals; Clinical Enterprise and specialties specific to the Division of Cardiology; Fellowship Program management; extensive reporting to DOM, SOM; UW Hires and hiring processes; Personnel Management; CIA and HIPPA training; FEC requirements; NIH guidelines; Auditing; Reporting of Grant and Contract budgets.
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
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