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The UW Department of Pediatrics is dedicated to improving the health of all children, educating physicians of the future, advancing research, advocating for children and providing the nation’s best pediatrics clinical care. We are committed to building a diverse and inclusive faculty and staff. The Department of Pediatrics has an outstanding opportunity for a full time Division ADMINISTRATOR.
The Department of Pediatrics is in the School of Medicine and is the second largest Department in the School. In addition to the large number of faculty and staff, the Department encompasses 23 academic divisions determined by clinical subspecialty, such as pediatric cardiology, pediatric endocrinology, neonatology, general pediatrics, adolescent medicine, etc. Each Division has a physician chief (executive head). Within each division, the three missions of the School of Medicine are met: clinical care, teaching and research. Within all pediatric divisions, these three missions are met across institutions within UW Medicine (UWMC or HMC for example) and external to UW Medicine (Seattle Children’s Hospital & Seattle Children’s Research Institute, SCCA, and Fred Hutchinson Cancer Research Center are examples). Although clinical revenues are collected primarily through the Children’s University Medical Group (CUMG), research dollars that support faculty salaries may be awarded to UW, Seattle Children’s or Fred Hutchinson Cancer Research Center. Non-faculty members of the division may be employed by UW or non-UW entities, depending on where the research funds are awarded and where the clinical work may take place.
The Division of Adolescent Medicine is a Clinical-Science division within the Department of Pediatrics. The annual budget for the Division is approximately $4.5M and includes research funding based at the Seattle Children’s Research Institute. The Division Administrator’s purpose is to assist the executive head (Division Chief) of Adolescent Medicine within the Department of Pediatrics. The position will be responsible for overseeing, managing, and directing all administrative activities for the Division. This includes establishing division policies on human resources and the operational and financial aspects of the division.
The position will be required to understand, interpret and apply UW HR policies for faculty and staff appointments, leave application, and changes in FTE. Other HR areas of expertise will include hiring professional and classified staff in compliance with policies and procedures when hiring positions into the Division. The Division Administrator will oversee the use of clinical revenue generated from the professional fees, UW based research funding, gifts, and other funding sources. As such, the position will be required to understand, interpret and apply UW financial, spending and budgeting policies. Operationally, the position will assist the Division Chief in space planning, salary and salary support projections for faculty and projecting operational budgets. The Division has an ACGME accredited fellowship training program and a Leadership Education in Adolescent Health (LEAH) training grant (HRSA MCH) which is based at UW. The position must work collaboratively with administrators, directors, and staff at all levels of the University of Washington, School of Medicine, Department of Pediatrics and a variety of affiliate institutions. This position reports jointly to the Division Chief of Adolescent Medicine and the Department of Pediatrics Director of Administration and Finance and works closely with both.
Financial Management including budget and clinical productivity: In partnership with the Division Chief and Department Finance team, prepare the annual clinical/practice plan budget. Once approved, the administrator is responsible for managing follow up action related to issues and trends identified in the monthly division income statement and variance reports which are distributed by the Department’s finance group. The incumbent must understand the diverse activity of faculty members in order to provide management and oversight; in addition, the administrator will advise the Division Chief on clinical assignments for faculty and help ensure clinical coverage for adolescent medicine service areas (inpatient and outpatient).
The administrator will be responsible for purchase transactions through the UW, including those for travel reimbursement. Additionally, they are responsible for determining and updating salary distributions among available budgets for UW paid faculty, fellows and staff.
Research/Grants/Contracts: Management of pre-and post-award actions for grants and contracts awarded to University of Washington for all faculty members within the division. The administrator will need to understand the post-award process at Seattle Children’s for faculty applying for funding through affiliate institution (based on location of grant activity) in order to advise and guide faculty through those affiliate institution’s processes. The division has an accredited ACGME fellowship training program and the management of the LEAH training grant is the responsibility of the division administrator. The division contracts with King County and Washington State for medical and nutrition services at juvenile detention facilities and the administrator is responsible for working with faculty to renew contracts, establishing subcontracts with Seattle Children’s, and managing budgets.
Human Resources and supervision -- faculty and staff: One UW staff member reports directly to the administrator (the UW LEAH Coordinator). In partnership with the Division Chief and Department Central Administration the administrator will be responsible for understanding staffing needs for faculty in the division. The administrator is responsible for knowledge of UW human resource policies and will be expected to establish division policies for personnel issues such as who prepares job descriptions, equitable salaries among division members, application of leave, hiring and termination of employees. The administrator will serve as key advisor to the Division Chief and division faculty on professional staff and classified staff performance issues including counseling and work plans. It is expected that the administration in partnership with the Department Central Administration team will carry out hiring, disciplinary and termination actions. The division administration will have primary responsibility for training Seattle Children’s Hospital and other non UW staff on areas that impact UW faculty which may include UW/Department of Pediatrics functionalities, such as faculty allowance spending and tracking, travel reimbursements, and scholarly advancement. Responsibility for working with the Department Central Administration teams on J-1 and H1-B VISA needs as applicable also rests with the administrator.
As a growing division, the administrator partners with a division faculty search committee to recruit, hire, and retain diverse new faculty members for clinical, scholarly, and research tracks. The administrator works with the Department Central Administration to develop a faculty hiring plan, determine faculty compensation, and other faculty affairs activities.
Staff in the Division are employed by both UW and Seattle Children’s Hospital and the division administrator is responsible of the oversight, management and supervision of certain staff members based upon a matrixed reporting relationship for the Adolescent Medicine program assistant(s) employed by SCH. The administrator will be expected to develop and foster strong and effective working relationships with staff members within the Research Centers at Seattle Children’s Research Institute for the purpose of budget monitoring, as well as pre- and post award management (information sharing).
General Administration: The administrator will assist the Division Chief with general Division issues as necessary. Understanding the expectations for accreditation of the fellowship program and independently preparing necessary documentation to maintain this status will be the responsibility of the division administrator.
Project work: The department and division have a number of joint projects that require management and oversight including but not limited to faculty development and mentoring, systems development of budget process and post award management tools, and the development of tracking tools associated with the submission of training grants. As the volume of division specific work evolves the position will be assigned, in consultation with the Division Chief, projects to manage, direct and oversee that which are of priority across the Department.
Bachelor’s Degree in business administration or a related field AND 3-years of experience in a management position.
Management experience must include at least two of the following categories: human resources, grants (pre- and post award), financial reporting, or clinical budgeting.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Masters degree in business or a related field.
Experience within the University of Washington or like institutions.
Conditions of Employment: This position is required to demonstrate knowledge and understanding of, and maintain confidentiality of patient privacy rights, employee information, Department of Pediatrics strategic plans and initiatives, financial information or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize employee rights, the organization’s operations or privacy of patients. This position will access and use the minimum necessary information to perform job responsibilities and duties and only for authorized purposes.
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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