Administrator – Pulmonary, Critical Care and Sleep Medicine & Gerontology and Geriatric Medicine

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 Department of Medicine has an outstanding opportunity for an Administrator to join our team.

POSITION PURPOSE
The Administrator is responsible for the administrative functions, financial management/planning and operational affairs of the Division of PULMONARY, Critical Care and Sleep Medicine and the Division of Gerontology and Geriatric Medicine academic and service units. The Administrator has all the duties and responsibilities of a Chief Financial Officer and the Chief Operating Officer of the divisions. As the Chief Financial Officer of the Divisions, the Administrator is responsible for all areas of financial planning and management. As the Chief Operating Officer of the Divisions, the Administrator is responsible for the overall operations of both Divisions, which includes support services, facilities, purchasing and inventory, information systems and security, health and safety, compliance, medical education, human resources/academic affairs and marketing.

In addition to an understanding of academic research, the clinical administrator position requires a very broad scope of knowledge with extensive experience in and understanding of clinical practice management and medical school training programs.  The position has independent authority to develop policies and procedures and implement systems to manage budgets, personnel, information systems and facilities related to the clinical practice and medical school training programs.

This position requires an ability to direct and manage multiple priorities, quickly analyze situations and make sound decisions utilizing effective time management skills, good business acumen and administrative judgment.  Creativity and excellent personnel management skills are very important.  This position must have a highly effective level of communication with the Chair, Vice Chairs, Division Heads, faculty and staff and the ability to work very independently to achieve the goals of the department.

Clinical Care:
Our physicians practice at multiple locations locally (including UWMC-Montlake, UWMC-Northwest, UWMC-Roosevelt, HMC including off-site clinics, Veterans Affairs Puget Sound and UW primary care clinics) and in the WWAMI region.  The clinical practice is integral to the success of UWMC and HMC, due to the high volume of patients seen in our clinics and our specific specialties.

Research:
The UW School of Medicine is ranked second among public medical schools in the nation in receipt of NIH grants.  We have extensive collaborations, funded by several large multi-institution grants, with the leadership vested in division faculty.  Junior faculty has been very successful at acquiring young-researcher grants.  Research includes basic science research, animal research, human subjects’ research, and clinical trials awards.

Teaching:
Both divisions play a major role in the educational programs of the Department of Medicine and School of Medicine with teaching responsibilities for residents, fellows and medical students.

DUTIES AND RESPONSIBILITIES

STRATEGIC PLANNING
As the Divisions’ senior financial and administrative manager, the Administrator is responsible for developing and directing the long-range strategic business plan for the Divisions. 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 Division Heads and the Vice Chair of Finance and Administration of the Department of Medicine for the successful accomplishment of these tasks.

PERSONNEL MANAGEMENT
The Division of PULMONARY and Critical Care and Sleep Medicine and the Division of Gerontology and Geriatric Medicine have a combined 114 faculty, 42 post-doc fellows, and approximately 60 classified and professional 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 divisions’ continued success. To that end, the Administrator oversees and supervises all staff and faculty HR activities for the divisions.

• Each faculty member has a complicated portfolio of education, clinical, research, and/or administrative duties that requires knowledge and ability to navigate complex systems to manage faculty from recruitment to onboarding, promotion, all the way through to retirement.
• Staff HR management involves mentoring faculty and other senior leaders in developing and managing their research teams and coaching on performance management and other human resources actions with supervisors across the divisions.
• Directly supervise a core staff team of 6-7 FTE.

FINANCIAL RESPONSIBILITIES
The Administrator manages and monitors a combined Divisional budget of $58.3 million. To successfully accomplish this, the Administrator will:

• Supervise the fiscal management of financial resources (e.g., clinical revenue, state funds, grants and contracts, and gift accounts) for the Divisions, including financial planning, budgeting and accounting functions of the academic and the medical service units.
• Establish the divisional financial management policies, coordinates the preparation of regular financial reporting which is provided to the Division Heads and Leadership.
• Oversee the planning, budgeting and accounting functions for the Divisions’ operating budgets, medical programs, and grant and gift budgets, applying appropriate stewardship of available funding streams.
• Responsible for oversight of all Divisions’ sponsored research administration (over $16.9M/year in direct expenditures) and the team handling this scope of work. This oversight includes: preparation and post-award management of research grants and contracts for the Divisions’ faculty and fellows.
• Direct the process for the allocation of funding of faculty salaries.

CLINICAL PRACTICE
Oversee a combined divisional professional billing (over $9.5M/year) and the revenue cycle in collaboration with the Department Clinical Programs team, UWP practice plans and medical centers’ executive leadership (HMC, UWMC-ML and UWMC-NW, VA PSHCS).

• Develop, review and monitor physician productivity reports. Evaluate and oversee preparation of reports for Division Heads and the Vice Chair of Finance and Administration of the Department of Medicine as appropriate. Analyze and recommend action concerning clinical productivity and physician billing activities.
• Coordinate with Revenue Cycle Manager to assure billing information and coding is correct to provide appropriate reimbursement for physician and facility/technical services.
• Collaborate with Medical Directors to manage growth and facilitate expansion of medical services to meet patient demands.

SPACE AND FACILITIES ADMINISTRATION
The divisions have research and administrative activities occurring at approximately 10 sites. The efforts at these various sites occupy spaces including medical center, on campus, and off campus in leased space.

Management of space includes oversight of remodeling projects including development of design, implementation, relocation and coordination of the project. Design and develop a functional space plan for the divisions and coordinate the support services necessary to ensure the operation of the divisions’ facilities.

ADVANCEMENT

• Develop and participate in fundraising initiatives to benefit the Divisions’ various missions.
• Responsible for developing divisional, as well as working with the medical centers and UW Medicine on, marketing campaigns and materials.

OTHER

• Oversee and champion diversity, equity and inclusion efforts within the divisions.
• Collaborate with medical centers for the biennial JCAHO credentialing review and other accrediting agencies.

Supervisory Responsibilities:

Full supervisory responsibilities as defined by UW for direct reports.

MINIMUM REQUIREMENTS
Master’s Degree in Health Care Administration, Business or related field. Minimum 5 years’ experience in a healthcare and/or academic environment and demonstrated success in the management of complex programs, activities or units. Experience can substitute for education at the Master’s level.

Other experience includes:

• Experience managing multi-functional teams.
• Experience navigating dual reporting structures and prioritizing competing priorities.
• Proven leadership, management, collaboration, organization assessment skills.
• Demonstrated dedication to equity, diversity and inclusion.
• Demonstrated experience in financial management, analysis and reporting.
• Outstanding interpersonal skills and communication skills (written and verbal). Strong organizational skills.

DESIRED QUALIFICATIONS

• Experience overseeing clinical trials.
• Systems expertise.
• Contract negotiations experience.

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 imposed by Sponsored Programs, Medical Centers, Practice Plans, School of Medicine, University. Routinely 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 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 access 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.