1+ months

ADMINISTRATOR - PROGRAM OPERATIONS

University of Washington
Seattle, WA 98104
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ADMINISTRATOR - PROGRAM OPERATIONS

Req #: 174239
Department: DEPARTMENT OF MEDICINE
Job Location: Seattle Campus
Posting Date: 11/25/2019 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with experience and education 
Shift: First Shift 

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. All of which has allowed the UW to be nationally recognized as a Great College to Work For for six consecutive years. 

Since the founding of the UW School of Medicine in 1946, the Department of Medicine has been deeply dedicated to its mission of teaching, research, and patient care.  More than seventy years later, these commitments remain our core commitments.  Each year the Department of Medicine increases the number and size of grants in its research portfolio and remains one of premier research departments in the country. 

The Department of Medicine has an outstanding opportunity for a full-time Administrator Program Operations.

The Administrator is responsible for the administrative functions, financial management/planning and operational affairs of the Chief of Medicine Service Office, Department of Medicine, at Harborview Medical Center (HMC).  The Administrator serves as a senior advisor to the HMC Service Chief and provides counsel to faculty and staff concerning administrative processes associated with teaching, patient care and research activities. The Administrator serves as the Chief Financial Officer of the Chief of Service Office and is responsible for all areas of financial planning and management. As the Chief Operating Officer for the programs administered by the Chief of Service, the Administrator is responsible for the overall operations including 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 the Department of Medicine's representative at HMC and functions as the medical center's primary contact concerning its administrative functions. The role will work to bring alignment between Department of Medicine and HMC Leadership objectives.

DUTIES AND RESPONSIBILITIES:

STRATEGIC PLANNING

As the Chief of Service's senior financial and administrative manager, the Administrator is responsible for developing and directing the strategic business plan for HMC Medicine Service in coordination with the Chair and Central Administrative Office of the Department of Medicine.  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 Chief of Medicine and the Director of Business Planning in the Department of Medicine for the successful accomplishment of these tasks.

FINANCIAL RESPONSIBILITIES

The Administrator works alongside the Director of Business Planning to assist in the management and monitoring of the clinical budget as related to HMC activity.  To successfully accomplish this, the Administrator:

  • Is responsible for the oversight and management of the HMC medical center agreement that represents funding across all thirteen divisions.
  • Is responsible for analyzing and maintaining the direct hospital funded (DHF) positions at HMC (both contract and actual) in the Department and providing reports on this activity.  To accomplish this the administrator must work closely with the division leaders.
  • Is responsible for the fiscal management of financial resources for the Service, 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 Service resources.
  • Establishes the Service financial management policies, coordinates the preparation of regular HMC financial reporting which is provided to the Chief and Director of Business Planning.   Ensures compliance with the policies and procedures of the University, Department, and those of federal and other funding agencies.  Designs, implements and ensures current use of procedures and documentation to assure fiscal compliance with University, State and Federal guidelines and laws involving personnel/payroll, purchasing, budget management and travel.
  • Prepares and maintains administrative and business reports and records.
  • Reviews, analyzes and prepares recommendations or take appropriate corrective action for statistical and budget reports.

    PERSONNEL MANAGEMENT

    The complexity of Personnel Management in the Medicine Service at HMC has grown in the past several years and now has three staff.  Because of this continued growth, the Administrator must continually refine and develop a Divisional administrative structure that provides the necessary level of support services needed for the Service'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 Medicine Service'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 offices in the Medicine Service.
  • 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 Medicine Service faculty in hiring support personnel, including laboratory and administrative personnel.
  • Ensure the correct and proper maintenance of Medicine Service personnel files, including vacation/sick leave records and related supporting documents.  Ensure 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 Service in human rights complaints and grievance activities.
  • Arrange for training, evaluation and performance needs of staff including HIPAA and information systems security requirements.
  • Provide leadership for medical student, residency and fellowship programs located at HMC.

    SPACE AND FACILITIES ADMINISTRATION

  • Coordinate with HMC space planning team to assist in administering remodeling projects including development of design, implementation, relocation and coordination of the project.  Design and develop a functional space plan for the service and coordinate the support services with HMC as necessary to ensure the operation of the services facilities.
  • Prepare space and equipment analysis and provide for maintenance of facilities.
  • Work collaboratively with staff and the Medical Center to develop and manage capital equipment/assets plan to assure equipment within the Service is appropriate, as technology and market needs change.

    CLINICAL PRACTICE

  • Coordinate reporting efforts with revenue cycle team.  Evaluate and oversee preparation of reports for Chief of Medicine and the Director of Business Planning as appropriate.  Analyze and recommend action concerning clinical productivity and physician billing activities.
  • Lead development and manage capital equipment/asset planning to assure equipment within the Service is appropriate as technology and patient market needs change.

    OTHER

  • Special Projects as determined.
  • Manage information technology.
  • Coordinate with HMC leadership in planning, development and implementation of programs as they relate to the Department of Medicine.
  • Provide leadership and support for other Department programs as determined appropriate.

    *This position supervises 3.0 FTE

    As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here.

    REQUIREMENTS:

  • Masters Degree in Health Care Administration/Accounting or related field
  • Minimum 5 years 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.

    DESIRED

  • Advanced excel and database skills
  • Excellent communication skills
  • Demonstrated experience of successfully handing multiple projects with critical deadlines
  • Ability to work independently with a minimum level of supervision and high degree of reliability, accuracy and productivity
  • Work well under stress in a fast paced environment with competing priorities
  • Detail oriented
  • Excellent communication skills both written and verbal
  • Ability to work well in a team
  • Ability to handle confidential information responsibly
  • Excellent customer service skills as the Department provides service to multiple customers including fourteen divisions and the Department Chair, Medical Centers and School of Medicine
  • Ability to creatively problem solve

    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. External deadlines are imposed by Sponsored Programs, Medical Centers, Practice Plans, School of Medicine, and 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.
  • Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

    The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

    The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.


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    ADMINISTRATOR - PROGRAM OPERATIONS

    University of Washington
    Seattle, WA 98104
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