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The Division of Hematology 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 Hematology 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.
DUTIES & RESPONSIBILITIES:
STRATEGIC PLANNING 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.
FINANCIAL RESPONSIBILITIES The Administrator manages and monitors a Divisional budget that totaled over $17 million in FY20. To successfully accomplish this, the Administrator will:
• Supervise the fiscal management of financial resources (e.g., state funds, grants and contracts, and gift accounts) for the Division, including financial planning, budgeting, accounting and payroll functions. • In accordance with UW, SoM and Department policies and procedures, establish the divisional financial management policies, coordinate the preparation of regular financial reporting which is provided to the Division Head and Principal Investigators. • Be responsible for sponsored research administration including coordinating the preparation of research grants and contract proposals and post award management for the Division faculty and fellows. • Prepare and maintain administrative and business reports and records. • Generate monthly budget reports to satisfy requirements of donor agency, institution, and investigators for planning, budgeting, auditing and oversight purposes. • Administer the process for the allocation of funding of faculty salaries.
CLINICAL PRACTICE • Work with the Department’s revenue cycle team to track and report faculty clinical productivity and to ensure all clinical activity is billed appropriately to payors. The Division has about $3.8M in professional billing per year, with locations at HMC, UWMC and SCCA. • Work with department and hospital leadership to ensure proper deployment of faculty at various clinic and inpatient locations. • Evaluate and oversee preparation of reports for Division Head and the Director of the Department of Medicine as appropriate. Analyze and recommend action concerning clinical productivity and physician billing activities.
PERSONNEL MANAGEMENT The Division of Hematology has 35 faculty, 11 fellows, and 30 staff. 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.
SPACE AND FACILITIES ADMINISTRATION The division has clinical and research activities occurring at 5 different sites.
• 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. • Develop and manage capital equipment/assets plan to assure equipment within Division is appropriate, as technology and market needs change.
ADVANCEMENT • 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.
OTHER • Coordinate management of Fellowship Training Program and related Translational Research Training Program. • Work with staff to develop and manage capital equipment/assets plan to assure equipment within Division is updated appropriately as technology needs change. • Facilitate the development of education for faculty, residents, fellows and staff for compliance matters, to include HIPAA, , information security, etc. • Manage information technology needs.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
• Bachelor's Degree in Health Care Administration, Business or related field and minimum 6 years of 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.
Master’s Degree in Health Care Administration, Business or related field.
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. 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.
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 Dermatology; 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.
CONDITIONS OF EMPLOYMENT
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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