1+ months

111005 Dir Division Admin

Penn Medicine
Philadelphia, PA 19104
Summary of Duties: Responsible for working with the Division Chief as administrative and business partner. Provides divisional administrative leadership for faculty practice operations and finance. Provides strategic direction for ambulatory operations and divisional finances, ensuring the accomplishment of divisional goals and objectives. Responsible for oversight and general management for the Division comprised are comprised of 22 total faculty, 6 fellows in training, and approximately 100 clinical/research staff, annual clinical and research expenditures of $13.2 million, and over 27,800 patient visits annually. The DDA directly supervises (1) the Divisions grants management team, including a Grants Manager and a Grants Coordinator, as well as the Human Resources team that is embedded within the Department of Medicine and responsible for HR activities for Rheumatology, (2) divisional administrative staff that currently total 3 across the division. Through these activities the DDA is responsible for integrating the financial stewardship of the Divisions Health System and University operations, and (3) two Nurse Practitioners.As a member of the Musculoskeletal and Rheumatology (MSKR) service line management team, the DDA provides input and direction on strategic initiatives such as quality targets, growth opportunities, marketing, IT prioritization, access initiatives, and various areas of focused improvement by the health system and MSKR service line in both the ambulatory and acute care setting. The DDA will be asked to take leadership roles on projects and initiatives such as leading a disease team.Essential Functions:Faculty\t\t\t1.\tWork with faculty and advise Division Chief of relevant issues, including UPHS and PSOM operational problems/policies and faculty issues. Offer resolutions and recommend changes and provide support to Chief, including drafting responses to requests for information or representing Chief in discussions with faculty or departmental meetings.2.\tMeet with faculty on an as-needed basis to explain incentives, effort, productivity, salary allocation, increase requests, compliance issues, etc.3.\tProvide data to individual faculty, including volume statistics, residency billing statistics, incentives, productivity measures, research funding, research proposals submitted and publications.4.\tAdminister the faculty compensation and clinical and research incentive plans and programs.Clinical Operations1.\tMaintain accountability for operational issues that impact the Division as a whole. As part of the MSKR Service Line Operations (SL) Committee, the DDA works with the SL DOO to assure practice capacity for programmatic needs and faculty experience.2.\tWork with the Chief to develop and interpret clinic and departmental policies, objectives and procedures.. 3.\tOversight of physician and clinic schedule utilization and management.4.\tWorks with SL Director and DOM Research Administration to resolve problems related to utilization of facilities, equipment and supplies, including space allocation and space surveys related to clinical and research operations respectively.5.\tAssess staffing levels for adequacy of number and skill level of practice and research support staff; includes benchmarking practices against MGMA and UHC data.6.\tAssist SL disease teams with developing and marketing new products, services, and sites.Budget/Fiscal/ Revenue Cycle Management1.\tDirect and manage Divisional financial and revenue cycle operations. 2.\tCreate, prepare, implement, control and monitor clinical and research budgets; responsible to explain budget variances; responsible to offset over expenditures from other budget categories.3.\tCollaborate with the Chief to plan, strategize and develop policies and procedures to maximize the organizational and financial position of the Division.4.\tReview, analyze, summarize and interpret financial data. Prepare analyses and reports that detail the Divisions financial position. Develop annual reports, financial spreadsheets and other required reports. Establish and maintain systems to manage financial and budgetary information.5.\tResponsible for monthly review of financial statements; includes correcting errors, identifying alarming trends, allocating personnel to appropriate cost centers and monitoring staff FTE counts; includes renegotiations of contracts and standing blanket orders, as needed.6.\tWork with Department of Medicine Finance office to initiate journal entries, expense and revenue transfers and correct allocation of shared module expenses (Radnor).7.\tProvide guidance and direction to payroll administrator for accurate allocation of expenses charged to the Clinical Practices of the University of Pennsylvania (CPUP) interfund.8.\tManage malpractice insurance, including ensuring receipt of face sheets for all faculty, accuracy of physician category codes and verification of correct billing from CPUP for faculty and fellows.9.\tPrepare special reports as required; collect data, prepare report, and analyze statistics; includes reports to the SIC committee of UPHS regarding loss per FTE and productivity per FTE.10.\tCalculate and submit quarterly clinical incentives for qualifying clinician educator faculty.11.\tProvide guidance and direction to payroll administrator for changes to faculty salaries between CPUP and University allocation.Human Resources/Personnel1.\tOversee personnel administration including staffing, compensation and compliance with CPUP, Hospital, University, School and Departmental policies.2.\tResponsible for the interviewing, selection, employment, development, discipline, evaluation and management of clinical practice managers; includes working with practice Medical Directors and Clinical Staff Leads.3.\tResponsible for the interviewing, selection, employment, development, discipline, evaluation and management of business office personnel.4.\tResponsible for general human resources oversight; provide guidance and direction to managers on posting, recruiting, advertising, hiring, job offers, salary scales, selection and placement. 5.\tInterprets human resources institutional and departmental policies for faculty and staff; provides guidance to managers with staffing issues, including disciplinary action.6.\tMeet with business office staff members on an as needed basis to ensure open communications, provide adequate support structure and allow quick problem resolutions for clinical issues.Other1.\tMaintains professional affiliations and enhances professional development to keep pace with health care trends, including the MGMA and APA.2.\tMaintains strictest confidentiality.3.\tOther duties as assigned.

EDUCATION: Bachelor degree required. MasterĂ¢€™s degree preferred.\n\nEXPERIENCE: Five to seven years of progressive experience in healthcare administration, including two years of experience in a clinic environment and two years of staff management experience.\n\nREQUIREMENTS: None.\n\n\nKNOWLEDGE:\nKnowledge of health care administration and clinic philosophy and policies and operating procedures. \nKnowledge of fiscal management systems and techniques. \nKnowledge of human resource management practices including supervision and staff development. \nKnowledge of governmental regulations and reimbursement requirements. \nKnowledge of computer, systems, and applications. \n\n\nSKILLS:\nSkill in exercising initiative, judgment, problem-solving, decision-making.\nSkill in developing and maintaining effective relationships with staff, board, clients, regulators, public. \nSkill in organizing work to achieve clinic goals and objectives. \n\nABILITIES:\nAbility to analyze and interpret complex data. \nAbility to research and prepare comprehensive reports. \nAbility to monitor quality control standards. \nAbility to communicate clearly.

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Posted: 2020-08-20 Expires: 2020-11-19

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111005 Dir Division Admin

Penn Medicine
Philadelphia, PA 19104

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