1+ months

ASSISTANT DIRECTOR OF DEPARTMENTAL BUSINESS PLANNING

University of Washington
Seattle, WA 98104

ASSISTANT DIRECTOR OF DEPARTMENTAL BUSINESS PLANNING

Req #: 172757
Department: UW MEDICINE
Job Location: Health Sciences Center
Posting Date: 10/15/2019 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with qualifications and experience.  
Shift: First Shift 
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. 
For detailed information on Benefits for this position, click here.
 

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.

UW Medicine currently has an outstanding opportunity for an Assistant Director of Departmental Business Planning.

The Assistant Director within Departmental Business Planning serves as a flexible resource who will be available for use by Executive Management of the School of Medicine and Deans office for projects, internal consulting, troubleshooting, and short-term management level administrator roles.  As such, the Assistant Director within Departmental Business Planning has a wide range of responsibilities including, but not limited to, assisting various School of Medicine departments and Dean's office with special projects, interim administrative reports, operational assessments, revenue enhancement and expense reduction reviews and other administrative functions.  The scope of the position will also include involvement in projects with related organizations, including the School's professional practice plans and affiliated hospitals. The position might periodically lead Continuous Process Improvement projects in various areas.

Additionally, the Assistant Director will periodically be assigned, as needed, to clinical and basic science SOM departments on an interim basis and will carry out all functions of a School of Medicine Department Administrator during tenure in the position.  As a UW SOM Department Director, the incumbent carries out a variety of complex duties prescribed by various directing, oversight or partnering institutions and organizations.  The critical knowledge and skill base of a department director allows him/her to serve as primary operations and finance officer, grants manager and senior administrative representative for the UW School of Medicine Department in which he/she serves.  Because of the extensive and complex nature of the daily ongoing operations of SOM departments, provision of an interim administrator assists in maintaining continuity and stability during the absence of the permanent administrator or recruitment of a new administrator. 

The Assistant Director reports primarily to the Director of Business and Operations Management, SOM.

The Assistant Director has a wide range of responsibilities including, but not limited to, assisting various School of Medicine Dean's Office leadership with complex financial analysis in on-going processes and ad hoc special projects.  The Assistant director fills an internal consulting role to assure compliance in processes and reporting requirements, provide operational assessments, conduct revenue enhancement and expense reduction reviews, and perform other administrative functions for any of the 30 Departments, as assigned, in the School of Medicine.

The Assistant Director will routinely be assigned to serve as administrator/director in SOM departments on an interim basis.  This requires the incumbent to independently carry out all functions of a School of Medicine Department Administrator during the interim time in the position, requiring full knowledge and understanding of operations, finance, HR, facilities, research functions and IT.  As such, the Assistant Director is expected to step into the role vacated by a department administrator or director and quickly assess the operational and financial status and needs of the department.  There is an expectation that the Assistant Director will become acquainted with the Department Chair and staff and will then apprise all of the recruitment processes, expectations for time spent in the department, and estimated timeline for replacement, creating stability and confidence in the status quo of the interim service and prospects for the recruitment of a permanent replacement.  The Assistant Director must become quickly aware of Departmental issues, problems and gaps that might be present, determining resources from the Department, the Dean's Office and/or the University that might appropriately be brought to bear.

The position needs to understand a wide variety of UW system and possess deep analytical skills to perform a verity of functions.


RESPONSIBILITIES

Internal Consultant/ Project Manager and Continuous Process Improvement Role:
Under the direction of the Director of Business and Ops Management in the School of Medicine, the Assistant Director serves as an internal management consultant/project manager to the School's Executive Management. The position will:
  • Work with the School's management and appropriate department(s) to identify and define key issues, opportunity for improvement and will lead projects to address concerns. The position will be asked to lead projects covering broad functions, and very diversified by nature.
  • Conduct/coordinate administrative, operational, and financial analyses to assess performance or support special projects.

    Participate in Departmental reviews:
  • Develop and negotiate recommendations which provide necessary guidance and resolution to identified problems.

    Lead Process Improvement project throughout the school:
  • Implement CPI/Lean tools for the School in needed areas.

    Interim Administrator Role:
  • The Assistant Director provides interim administrator support to SOM departments as needed, directing department activities during transitional times when vacancies occur or supporting the Director of Business and Operations in this function.
  • The acting administrator role can require up to a full FTE to cover the responsibilities of vacant administrative positions with complete knowledge of standard departmental operations and responsibilities.
  • Within certain constraints, this role will take advantage of the vacancy to review department operations and financial record keeping.
  • This position will be responsible for identifying and implementing changes in operations in preparation for new management.  Recommendations for higher-level changes and enhancements would be proposed to the executive management of the department and/or School's executive management.
  • The Assistant Director is the key resource advisor to the Director of Business and Operations and to Department Chair.  He/she must exercise independent judgment and discretion in work related to finance, management policies, staffing, and operations.  The administrator is expected to use diplomacy and negotiation skills, and to engage appropriate resources in achieving Department goals and objectives in collaboration with Department leadership and staff.
  • The Assistant Director might be responsible for Department operations management.  To meet Department service and performance goals, the Director works closely with unit managers, scientific leadership, key institutional partners, and staff. The Assistant Director maintains facilities, operations, day-to-day cyclic requirements and services in compliance with relevant federal, state, and University regulations and policies.
  • The Assistant Director is responsible for planning, monitoring and executing programmatic activities, including coordination of data gathering and reporting; termination or continuation of department programs as is appropriate; and planning and coordination of marketing documents and activities as called for.
  • The Assistant Director manages all administrative and financial tasks as the primary administrator of the department, including budget, financial management, sponsored research and clinical management, IT, space, HR etc.
  • The Assistant Director oversees all administrative department staff, and serves as a resource to Department leadership and staff regarding personnel policies and procedures.  This position provides advice and counsel to the Chair and faculty leadership regarding staffing issues and organizational needs.
  • Unit managers within the Department report to this position for operational and fiscal oversight purposes.  He/she may coordinate staff recruitments and may help to oversee the faculty appointment processes; facilitates unit managers HR needs, advises and facilitates performance review processes for University-employed Department staff and has authority to hire, counsel, and terminate University-employed Department staff after consultation with the Department Chair and UW Human Resources.
  • The Assistant Director manages information requirements of the Department, to include academic, business, educational and research information needs, and incorporating and utilizing existing Information Technology architecture.
  • The Assistant Director will manage the research resources of the department, including grant and contract funds, staff and processes, research staff support, capital equipment, physical plant, IRB and Protected Health Information compliance issues.
  • The Assistant Director will manage risk and promote compliance in accordance with policies of the University, UW Medicine and other oversight bodies, to ensure operations and resources are in alignment with mission and requirements.
  • This Assistant Director is responsible for managing facilities to ensure effective, efficient and safe operations and preservation of resources.  The administrator will review space assignments periodically, working with the Department Chair and Deans Office to develop business plans and proposals to support requests for space, as needed.  Additionally, the administrator will oversee the Departments equipment inventory system, reporting, planning and replacing of equipment as needed.

    Clinical Services Role:
  • The incumbent will be responsible for tracking, analyzing, and reporting on various clinical related activities based on needs. Responsibilities include but not limited to:

    Participation in the annual Faculty Fund Flow process by:
  • Reviewing Departments' UWP and CUMG budgets
  • Reviewing departmental requests for accuracy and performing appropriate analysis of requests, as appropriate,
  • Assist in the review of operational drivers that may affect the financial health of the clinical services within the departments, development of new policies and procedures, and implementation thereof.

    Other related duties as assigned:
  • The Assistant Director will be assigned primary responsibility for various cyclical tasks as determined by the School of Medicine Deans Office leadership.  These tasks may include orientation and mentorship of new Department directors and administrators; facilitation of professional staff meetings; oversight for compliance of functions involving budgets, and other tasks residing in the Deans Office.
  • In all defined roles stated above, the Assistant Director will serve in a lead capacity.
  • The Assistant Director may supervise analytical and support staff. 


    MINIMUM REQUIREMENTS
    Master's Degree in Business Administration, Health Care Administration, or related field.

    A minimum of five years' management level administrative experience, preferably in an academic setting, or research institution environment.  An equivalent combination of education and experience will be considered. 

    Strong financial management experience.  Experience managing professional, technical, and union-represented personnel. Excellent written, verbal, and interpersonal communication skills.  Ability to oversee planning and implementation of office automation systems and software.   Frequent local travel and periodic national travel required. 

    CONDITIONS OF EMPLOYMENT
    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 Work 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.


    Categories

    Posted: 2019-12-05 Expires: 2020-02-02

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    ASSISTANT DIRECTOR OF DEPARTMENTAL BUSINESS PLANNING

    University of Washington
    Seattle, WA 98104
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