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The UW Department of Pediatrics is dedicated to improving the health of all children by educating physicians of the future, advancing research, advocating for children and providing the outstanding pediatric clinical care. We are committed to building a diverse and inclusive faculty and staff. The Division of Neonatology has an outstanding opportunity for a Division Administrator.
The Department of Pediatrics is the second largest Department in the UW School of Medicine. The Division of Neonatology is one of 20+ divisions in the Department. Among the largest divisions, Neonatology has approximately 41 faculty members who are involved with clinical care, teaching, advocacy, administration and research. The Division Administrator oversees, manages, directs and leads all administrative operations for the Division including all clinical and research-related operations. The Neonatology Division and associated programs comprise aspects of clinical, translational, and basic science research, a fellowship-training program, and patient care, including medical direction and medical quality improvement, at multiple clinical sites.
Division Overview: Members of the Division provide inpatient and outpatient (Pre-natal Consultations, Infant Development Follow up) clinical care at Seattle Children's Hospital, University of Washington Medical Center, the Franciscan Health system (St. Joseph’s Hospital, St. Peters, Harrison Medical Center, Franciscan Medical Center), Providence Regional Medical Center in Everett, Valley Medical Center, Highline Medical Center, and Swedish Issaquah Medical Center. Faculty members in the Division teach trainees at all levels: medical students, graduate students, residents and fellows. The Division has a large research portfolio, supported by extramural (federal and foundation) grants. The advocacy activities of the division are intimately linked with our clinical, teaching and research activities.
Faculty members have bench, translational and clinical research programs at the University of Washington and Seattle Children’s Research Institute. Many of the research studies include complex neurodevelopment studies across multiple clinical sites nationally and internationally.
The Division manages an ACGME-accredited fellowship-training program with six fellows, and actively participates in resident training and medical student education in partnership with Seattle Children’s.
The Division of Neonatology in the Department of Pediatrics has an outstanding opportunity for an Administrator.
The Division Administrator for Neonatology reports to the Division Chief and the Department Director and operates independently with responsibility for the administrative functions, financial management/planning and operational affairs for the academic and service units within the Division.
The administrator has all the duties and responsibilities of chief financial officer (approximately $14M annual operating budget) and chief operating officer. As chief financial officer, the administrator is responsible for all areas of financial planning and management, including about $28M in charges associated with the clinical operations and about $15+M in grants/contracts. Research programs include basic laboratory and imaging science, large multicenter clinical trials, educational scholarship, bioethics, simulation and global neonatal health research. The Neonatology research portfolio currently includes approximately 20 research grants and 27 subcontracts. As chief operating officer, the administrator is responsible for the overall operations of the division that includes support services, purchasing & inventory, health and safety, compliance, medical education, human resources/academic affairs, and faculty deployment to all areas of the clinical operation.
The administrator serves as senior advisor to the division chief, faculty and staff, providing financial guidance, background information, management advice, and counsel concerning administrative policies and processes associated with patient care, teaching, and research activities. The administrator is responsible for the financial analysis, and programmatic oversight for the clinical practice, management of the research enterprise (based at UW), and support of training programs. The administrator has a high degree of authority and, in partnership with the division chief and department director, directs strategic business, program and policy development, and operational planning for the division. The administrator also serves as the administrative liaison with division programs at affiliate sites as well as with the Department of Pediatrics and School of Medicine regarding administrative issues. The division administrator is responsible for all areas of financial planning and management including all aspects of revenue flows and opportunities. The administrator is responsible for financial management and partnerships unique to Neonatal contractual services at regional sites (Valley Medical Center, Highline Medical Center Swedish Issaquah Medical Center, Providence Everett Medical Center, and Franciscan Partnership’s) and prenatal services.
UW Department of Pediatrics is ranked as a leader nationally and internationally in clinical care, research, and education. The administrator is responsible for advising and facilitating mandates and/or discretionary faculty activities or requirements. The administrator provides strategic planning, operational management, systematic evaluation and analysis of these areas of responsibility.
Clinical Practice Management
Oversee management of several clinical practices/funding sources including hospital support from UW Medicine (UWMC and HMC) and Seattle Children's Hospital/Research Institute (in collaboration with department leadership), oversight includes review to ensure appropriate payments are made and recorded at CUMG, UWP and other site of service billing locations.
Oversee management and partnerships unique to neonatology contractual services at regional sites, contracts in partnership with Seattle Children’s Hospital and prenatal services. Understand and participate in negotiation of contracting agreements and provide analysis to determine if contracted clinical productivity expectations were met; examples include but are not limited to arrangements for the provision of prenatal consult services and regional site agreements with various sites such as Valley Medical Center, Providence Everett, Franciscan, and others.
Review monthly income statements from CUMG and report to Division Chief on actual to budgeted performance and year over year performance; identify trends and where negative, provide analysis and proposals for corrective action. Work with department’s finance team to coordinate follow up action required.
Directly supervise staff responsible for all clinical calendars and ensure coverage for all clinical activity and appropriate distribution of coverage schedules.
Directly supervise staff responsible for all aspects of medical staff privileges.
In partnership with CUMG practice management team, ensure timely, accurate and compliant charge capture for all clinical services provided. Including oversight/management of billing sheet collection and submission to CUMG. Review CUMG generate tableau report (i.e. audit lag in billing submission by providers). As necessary, develop audit system to ensure billing is compliant with federal, state, university, and medical group guidelines for billing practices.
Work with Division Chief on strategic planning initiatives within the Division regarding faculty recruitment, development of research program, facilities planning, and staff planning. In some cases, strategic planning will involve UWMC, Regional sites, SCH, in addition to the Division and Department.
Provide project support and data analysis and review for Division Chief for planning purposes. Work with CUMG to identify and measure division metrics for billing and revenue analysis.
Prepare annual clinical and operating budget in conjunction with the Department's finance team of over $14 Million annually plus a $20 Million research portfolio. Monitor income statements and other reports throughout the year to identify variances to budget paying particular attention to trends that may require corrective action. Develop corrective action plans as necessary.
Oversee staff with direct responsibility for financial summary reports, my Financial Desktop and other financial systems review and reconciliation, purchasing backup detail, and other financial management responsibilities.
Determine appropriate funding sources for faculty and staff salaries, and ensure that any required changes are completed in a timely manner. Work with Division Head on faculty compensation strategy; write and submit retention letters and monitor TPS and other compensation to ensure the division meets compensation policies and guidelines.
Develop and track sub-budgets for internal funding start up budgets, grant funding and faculty development accounts.
Manage gift accounts and work with Division Chief and advancement on donor gifts and engagement. Work with SCH and UW foundation on various budgets, allowable expenses and donor intent related to gift accounts.
Develop Faculty Incentive Plan models for consideration by division faculty and the Department. Compile and reconcile semi-annual statistics for review by faculty and Department for subsequent distribution of incentive plan funds.
Direct and supervise staff dedicated to pre-award administration and provide oversight including budget preparation, award compilation, routing for approval, and final submission. When applications are submitted using the School of Medicine Shared Services Center, the division administrator partners with Center leadership to ensure quality services and response time. Ensure compliance with funding agency application guidelines and UW rules/regulations. Since much of the division’s research involves multiple sites, coordinate with various medical schools and institutions nationally for submission of grant proposals.
Supervise administrative staff assigned to post-award management of all extramurally funded projects including the preparation, tracking, and reconciliation of subcontracts, progress reports, renewals, IRBs, and support for multi-site coordination. As needed, support faculty and research staff in obtaining access to data in the Vermont Oxford database as well as our local NeoData database.
Understand federal regulations regarding use of grant funds for direct and indirect costs.
Reconcile, distribute for signature, and submit Faculty Effort Certifications and GCCR reports.
Oversee final extramural award closeout including final progress reports, financial reports, and any other material required by the grant agency.
Faculty and Academic Personnel
Manage and coordinate division faculty recruitment.
Work with department finance team, director, and SC service line director to prepare various site-specific pro formas and financial projections for new faculty.
Advise Division Chief regarding gifts, clinical revenue, or other funds that may be used to recruit new faculty.
In collaboration with the Department's Faculty Affairs team, develop and finalize offer letters, compile appointment and promotion packages ensuring timely and accurate completion of both appointment and promotion packets.
Supervise staff responsible for faculty onboarding and work with all regional sites to confirm appropriate and timely credentialing and site-specific onboarding education. Ensure medical staff’s privileging requirements are being met; supervise staff responsible for administration of privileging documentation and administrative processes.
In consultation with the Department's Human Resources Manager, manage recruitment, hiring, and onboarding processes of more than 10 division staff and several student assistants and volunteers.
Hire, supervise, counsel, layoff, and terminate division staff including research and support staff in the division.
Create written job descriptions and provide job performance evaluations.
Ensure division staff has the appropriate training and tools necessary to carry out the functions of their positions. Evaluate distribution of duties and make necessary adjustments to maximize staff efficiency and productivity.
Supervise division administrative staff in all aspects of the performance of their duties.
Develop operations protocols and ensure support staff follows university, department, and division policies.
Other Administrative Duties
Collaborate with the Fellowship Director and Seattle Children’s Fellowship coordinator to manage administrative oversight of the Neonatal-Perinatal Fellowship Program including budget preparation and management, clinical schedule preparation, PIF preparation, and confidential faculty evaluations by the fellows.
Work with division chief and department facilities manager to develop space plans and coordinate all aspects of division office and laboratory moves and renovations.
Attend faculty meetings and retreats: provide appropriate administrative information, record proceedings, distribute minutes, and follow-up on action items.
Serve as the primary division liaison with staff working the Department's Central Administrative group including but not limited to finance (including budgeting, analysis, accounting, and purchasing), research operations, human resources, IT/IS, and faculty affairs.
Bachelor's Degree in Business, Economics, Finance, Healthcare Management or related field. At least five years' progressive experience working in program or medical group practice management in a research or clinical setting.
The position requires the ability to work independently to direct staff, manage budgets and fiscal matters, and to support the Division Chief and faculty in program initiatives as well as routine activities.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Master’s in Business or Health Service Administration.
Prior administrative/management experience in an academic medical center.
CONDITIONS OF EMPLOYMENT This position is required to demonstrate knowledge and understanding of, and maintain confidentiality of patient privacy rights, employee information, Department of Pediatrics strategic plans and initiatives, financial information or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize employee rights, the organization's operations or privacy of patients. This position will access and use the minimum necessary information to perform job responsibilities and duties and only for authorized purposes.
This position will work with clinical research involving human subjects within UW Medicine and therefore clinical Research Study Coordinator (RSC) training is required. The training requirement for this position includes UW Medicine-specific as well as general training. The training will need to be completed within 90 days of hire.
This position requires hours of stationary activity at a desk. Requires long hours of repetitive hand motion due to word processing, spreadsheet development, and telephone communications. In general the work hours are Monday through Friday, 8:00am to 5:00pm; however this position is expected to work beyond the normal schedule when necessary to accommodate the division's goals and mission
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 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.
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