As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
The Division of Cardiology is a large, complex Division in the Department of Medicine with over 100 faculty, 31 fellows and over 100 professional, classified and hourly employees spread across 6 campuses: UW, Harborview Medical Center, Northwest Hospital, Edmonds Cardiology Clinic, VA Puget Sound Hospital and UW South Lake Union.
The Division of Cardiology has an outstanding opportunity for a full-time Administrator - Program Operations, working title, Associate Administrator, to support central divisional staff, faculty operations and department operations. The Associate Administrator is a key member of the divisional leadership team. The Associate Administrator is responsible for oversight of a variety of administrative, financial and operational affairs of the division, with a primary focus on oversight of division finances. This position will be responsible for division-wide budget management and reporting, the annual budgeting processes, management of clinical finances and oversight of clinical trial finances in conjunction with our clinical trials research manager. This position reports to the Administrator of the division and works closely with leadership in the Department of Medicine, School of Medicine, UWMC, HMC and South Lake Union.
This position will be required to direct and manage multiple priorities, analyze complex situations, and make sound decisions utilizing effective time management skills, good business acumen and judgement. This position requires effective interpersonal skills with senior and junior personnel, including staff and faculty, within the Department and the Division. The incumbent must have strong analytical, critical thinking and organizational skills. The position must understand and be able to integrate and implement multiple federal, state, University and Department policies and procedures. This role would represent the division in a number of settings, and act in place of the Administrator as needed, and therefore must possess strong leadership skills and decision-making abilities.
DUTIES AND RESPONSIBILITIES
Operations & Financial Management (45%)
Oversee the management of division financial resources (e.g. state funding lines, grants and contracts and gift accounts). This oversight encompasses the financial planning, budgeting and accounting functions of the division’s academic and research units.
Divisional budgeting: Assist in the preparation of annual operating budget, specifically focusing on operational income and expense. Monitor progress against annual budget and make operational expenditure recommendations accordingly.
Clinical trials financial oversight: Partner with clinical trials unit (CTU) Research Manager to oversee clinical trials finances for the division. Review and approve CTU feasibility budgets on behalf of division.
Lead divisional grants manager and operations manager in solving complex divisional issues, including deficit management, faculty funding planning, and complicated administrative processing issues.
Communicate and liaise with departmental, school and university bodies to ensure efficient business processes. Serve as back up to these roles, and provide guidance on best processes and possible operational improvements.
Prepares reports, analyses and makes recommendations to the division head, administrator and unit managers for the effective management of the division.
Evaluate divisional operational spending against budget and policies; devise and disseminate spending policies as needed.
Clinical Revenue Coordination (35%)
Manage CFTE reporting and tracking, productivity reviews, and analysis of division incentive plan in conjunction with division administrator. Conduct analyses and build clinical activity projections for annual clinical budgeting.
Lead and oversee clinical scheduling system Qgenda; work with associate division head, program managers and coordinators to ensure timely creation and delivery of clinical schedules.
Manage division incentive plan payments including semi-annual review of incentive pool and payments, modeling and analysis related to incentive plan changes, etc.
Oversee hospital-funded FTE including teaching associate positions and faculty FTE; manage related requests for data, funding information for salary planning, funding requests, etc.
Conduct analysis of clinical shortfall and ramp-up costs related to new hires.
Conduct productivity reviews in conjunction with revenue cycle manager; prepare related reports and recommendations for division leadership.
Conduct clinical revenue analysis, including forecasting and modeling for new and existing programs, drafting SBARs, etc.
Provide comprehensive, as well as targeted and specific, financial analyses and reporting for decision-making.
Leadership, special projects, other duties (20%)
Provide leadership to division staff and faculty in the areas of financial oversight and operations; back up to division administrator
Establish strong working relationships with process partners within the university, other divisions in the department, and the department, enabling effective communications and workflow
Strategize with division leadership on program structure and staffing. Assist as needed with implementing appropriate staffing structure to ensure research and program operating needs are met
Serve as division representative in departmental, school and university-wide meetings
Provide backup for approvals, etc. ASTRA approvals/permissions, ISHelp approvals for outpost, SAGE approvals for grants and contracts, et cetera. Performs other duties as directed by the division administrator, division head or associate division head
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.
Bachelor’s Degree in business or related field and 4 years’ experience in financial analysis and operational, financial, HR or other program management experience.
Intermediate to advanced Excel and financial reporting skills.
High degree of professionalism
Customer and results-oriented.
Flexible, detail-oriented and ability to multi-task and work under pressure
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Previous work in an academic medical center.
Previous experience working within higher education.
Previous experience with clinical funds and revenue cycle analysis.
Understanding of compliance issues in healthcare environment.
Working knowledge of enterprise-wide relational databases, multi-dimensional cubes, scripting languages, SQL server (including SQL Server Analysis Services), and Business Intelligence reporting tools.
Familiarity with a variety of UW and UWP systems and policies (Workday, MyFD, EDW & Financial Cubes).
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.