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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 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 the financial analysis and programmatic 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. The majority of the Department administrative and financial activity resides in the 13 Divisions. The Division Administrator is responsible for all areas of financial planning and management including all aspects of revenue flows or opportunities. The Administrator is responsible for separate budgetary unit or units and directs the work of others.
UW Department of Medicine is ranked as a leader nationally and internationally in clinical care, research, and education. The Administrator is responsible for advising and facilitating mandated and/or discretionary faculty activities or requirements. The Administrator provides strategic planning, policy development and implementation, operational management, and systematic evaluation and analysis of the same.
In addition to an understanding of academic research, the clinical administrator position requires a very broad scope of knowledge with extensive experience in and understanding of clinical practice management and medical school training programs. The position has independent authority to develop policies and procedures and implement systems to manage budgets, personnel, information systems and facilities related to the clinical practice and medical school training programs.
This position requires an ability to direct and manage multiple priorities, quickly analyze situations and make sound decisions utilizing effective time management skills, good business acumen and administrative judgment. Creativity and excellent personnel management skills are very important. This position must have a highly effective level of communication with the Chair, Vice Chairs, Division Heads, faculty and staff and the ability to work very independently to achieve the goals of the department.
This position must have intermediate knowledge about or or ability to learn, understand, and be able to integrate and implement multiple and complex federal, state, UW, JCAHO, DOH policies and procedures in partnership with the division revenue cycle manager. Some of these include but are not limited to HIPAA; CMS policies on billing, coding and documentation; provider contracts; CPT and ICD 9 coding; medical staff privileging and credentialing; WAC/RCW codes on licensing and medical quality assurance.
Position Dimensions and Impact to the University
Our physicians practice at multiple locations locally (including UWMC-Montlake and Northwest, HMC, Seattle Children's Hospital, the VA Puget Sound, Edmonds and Eastside Clinics) and in the WWAMI region. We have approved sites of practice across the WWAMI region. The clinical practice is integral to the success of UWMC and HMC, due to the high volume of patients seen in our clinics and our specific specialties.
The Division of Cardiology has research funding from federal and numerous industry sources. We have extensive collaborations, funded by several large multi-institution grants, with the leadership vested in division faculty. Junior faculty have been very successful at acquiring early career-researcher grants. Research includes basic science research, animal research, human subjects’ research, and clinical trials.
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.
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.
The University has a large and complex personnel system. The Administrator must understand and appropriately implement the varied policies and procedures for faculty, classified staff, professional staff, residents/fellows, temporary staff and other personnel. This requires close interaction and uniformity with the Department and School of Medicine HR efforts. Specifically, the Administrator will:
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. Interview, select and evaluate the performance of the staff that directly report to the Administrator. Provide oversight and assistance for Division faculty in hiring support personnel, including laboratory and administrative personnel.
Ensure the correct and proper maintenance of Divisional personnel files, including vacation/sick leave records and related supporting documents. Ensures appropriate record confidentiality is maintained in compliance with University policy and state and federal regulations.
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.
Arrange for training, evaluation and performance needs of staff including HIPAA and information systems security requirements.
Review the work and provide direction to the Revenue Cycle Manager for the Division of Cardiology.
The Administrator manages and monitors a Divisional budget that totaled over $50 million in FY2020. To successfully accomplish this, the Administrator:
Supervises the fiscal 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. The Administrator has decision-making authority, and must exercise independent judgment to facilitate the optimal use of division resources.
Establishes the divisional financial management policies, coordinates the preparation of regular financial reporting which is 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. Manages these budgets to assure compliance with the complex University, State and Federal requirements.
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; development of budgets for grants and contracts and written justifications to support budget proposals; . grant renewals and anticipate renewal dates; post award financial planning and reporting. Provide consult where necessary.
Prepare and maintain administrative and business reports and records. Develop and administer a system for generating monthly budget reports to satisfy requirements of donor agency, institution, and investigators 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
Administer the process for the allocation of funding of faculty salaries.
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.
Administer 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.
Division lease arrangement oversight.
Prepare space and equipment analysis and provide for maintenance of 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.
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; Analyze charge capture, denial reasons, and reimbursement patterns, and recommend process improvements; Develop guidelines and provide feedback and education to physicians, residents, fellows and staff on billing processes and billing practices 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.
Develop, review and monitor physician productivity reports. Evaluate and oversee preparation of reports for Division Head and the Vice Chair of Finance and Administration of the Department of
Medicine as appropriate. Analyze and recommend action concerning clinical productivity and physician billing activities.
Coordinate with Revenue Cycle Manager to assure billing information and coding is correct to provide appropriate reimbursement for physician and facility/technical services
Assist in design of management reporting systems to facilitate the Division and Section Heads’ ability to monitor the clinical enterprise.
Develop and participate in fundraising initiatives to benefit the Division’s various missions.
Responsible for developing divisional, as well as working with the medical centers and UW Medicine on, marketing campaigns and materials.
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
Responsible for all Faculty and Staff HR and payroll activities
Fiscal Management of grants, contracts and clinical funds
Directly supervise staff accountable for the following:
- Research Support - Fiscal management - Education and training programs - Information Systems - Facilities - Administrative support - Clinical revenue cycle management - Medical staff appointments and reappointments; privileging - Clinical training programs- Residency, Fellowship and Clerkship - Research Nurses, Research Coordinators
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.
Demonstrated dedication to equity, diversity and inclusion
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 attend meetings and respond to questions outside regular workdays and hours, including weekends. Meetings occur at multiple locations on and off campus 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.
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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