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The Department of Otolaryngology has an outstanding opportunity for a Director of Finance and Administration.
The Department of Otolaryngology is a clinical academic department of the University of Washington School of Medicine (SOM) which is part of UW Medicine. The Department provides patient care services at Harborview Medical Center (HMC), University of Washington Medical Center (UWMC), Seattle Children's Hospital (SCH), Veterans Affairs & Puget Sound Health Care System (VA), Northwest Hospital (NWH), and Seattle Cancer Care Alliance (SCCA). Clinical services for the Department are billed by University of Washington Physicians (UWP) and Children's University Medical Group (CUMG), The Department is actively involved in clinical service, research programs, residency training programs and educational programs, and includes oversight for the Virginia Merrill Bloedel Hearing Research Center. The department employs approximately 35 total regular faculty, research and clinical fellows, 22 residents and ACGME fellows, and 38 staff. The Director will be responsible for the financial and operational management of both departments.
The Director of Finance and Administration (Director) will have a direct report to the Chair of Otolaryngology and to the Chief Financial Officer for the SoM. As such, the Director has a comprehensive range of responsibilities for the Department's operations at all medical centers as well as research, educational and administrative functions primarily located at SoM space at Health Sciences and HMC. The director is responsible for the overall management of administrative and fiscal operations with combined annual expenditures in excess of $21 million. Core Competencies for this position include professionalism, leadership, communication skills, organizational & analytical skills, and technical and professional knowledge.
As a UW SOM Department Director, the incumbent carries out duties prescribed by the directing, overseeing, or partnering institutions and organizations. The critical knowledge and skills are organized into the areas of: Human Resource Management, Financial Management and Development Activities, Operations Management, Practice Plan Management, Information Management, Research Management, Compliance and Risk Management, Facilities Management and Educational Program(s) Management. He/she acts in an advisory capacity to the Chair and various Department committees, providing financial guidance, background information, and management advice. In addition, the Director is the Department's primary working-level interface with the Dean's Office, the Practice Plans, and other departments in the University regarding administrative issues.
STRATEGIC BUSINESS, FINANCIAL AND OPERATIONAL PLANNING AND MANAGEMENT
Advise and assist the Chair in faculty affairs planning, advise and assist the Chair in administration, including department vision setting, faculty recruitment and retention, promotions, compensation, professional development and service responsibilities. Manage all personnel issues within faculty code and UW School of Medicine and the School of Public Health standards.
Advise and assist the Chair on budgeting to achieve and maintain fiscal sustainability. Develop, manage and report on all departmental budgets, applying appropriate stewardship of available funding streams. Manage budgets to assure compliance with UW, State and Federal requirements.
Manage information technology.
Human Resource Management
Manages the human resources of the department, to include the faculty and the department staff, in accordance with University of Washington and School of Medicine policy and procedures.
Key human resource (HR) management skills for the SOM Department Director are:
Interpreting and integrating federal, state, UW, SOM, and other local laws and agreements into department policies and procedures
Developing and/or utilizing HR measurement/monitoring systems
Responding to and assisting in needs/requirements for faculty and staff training and coaching
Negotiating faculty/staff relations to represent viewpoints and positions fairly
Monitoring interpersonal dynamics and actions to eliminate physical risks to personal safety
Articulating appropriate workplace behavior and fostering compliance, identifying concerns and/or problems, and utilizing appropriate resources to assist in resolution
Monitoring and updating pay policies against published trends/benchmarks or SOM policies/directives
Coordinating or assisting in the annual Merit Review process for faculty and professional staff
Developing and implementing departmental organizational chart
Coordinating and/or assisting in the faculty Appointments and Promotions (A&P) process
Developing strategic plans for the deployment, recruitment, or retention of faculty
Oversight of medical staff privileges appointment processes for UW Medicine sites
Oversight of site of practice process
Identifying resources to assist in the understanding of the multitude of benefits plans available to faculty
Determining and implementing departmental staffing requirements and filling these positions based on appropriate classifications; reclassifying staff positions as necessary
Identifying core competencies and job responsibilities specific to staff positions and creating clear position descriptions and expectations
Giving/receiving feedback to improve staff and organizational performance
Financial Management and Development Activities
Manages the financial resources of the department to include budgets and funds from federal, state, practice plan, private, University, and foundation sources to ensure ethical and fiduciary practices.
Key financial management skills for the SOM Department Director are:
Interacting with faculty and staff to facilitate the department's ability to achieve clinical, scientific, and educational goals
Interpreting policies and regulations concerning the department's financial activities; ensuring compliance with the University's policies and procedures as well as guidelines from the federal government, state, and other research project sponsors
Development and implementation of internal financial system controls to ensure integrity of all financial transactions in accordance with applicable jurisdictions
Maintaining a working knowledge of the department's financial operations, funding sources, policies, and procedures
Understanding and appropriately utilizing the department's multiple sources of income, including clinical practice funds, State-derived budgets, indirect cost recovery funds (RSA/RCR), federal grants, gift and endowed accounts, industry and other sponsored contracts and agreements
Translating department objectives into financial assumptions for short-term and/or long-term planning
Projecting department revenue and expenses and developing budget models to guide the faculty or department
Prioritizing initiatives or programs in line with the department's financial goals, negotiating or assigning resource allocation, and supporting work teams to achieve revenue/expense objectives
Compiling, interpreting, and communicating financial information to various audiences, including the department leadership, the faculty, stakeholders within UW Medicine, and external stakeholders as appropriate
Providing regular financial reporting, as appropriate, to the Chair and Department faculty
- Working understanding and use of reporting tools within the clinical practice plans to produce meaningful reports of clinical activity and trends
- Working understanding of UW system of budgets and fiscal reporting and ability to interpret and guide faculty
Calculating clinical financial performance ratios, other metrics, and benchmarks to keep the faculty/department competitive and financially viable
Identifying and using UW proprietary and commercial financial software applications to facilitate department cost accounting, billing/collections where recharge centers exist, forecasting, and planning
Analyzing and controlling budget variances to ensure prudent fiscal management
Designing and monitoring systems of measurement and internal controls to safeguard assets and resources, and to satisfy auditing requirements
Planning, organizing, and directing the department's financial support operation, including the planning, budgeting, and accounting functions
- Developing and implementing appropriate internal controls
- Assigning, directing, and reviewing the work of staff who maintain department budgets/accounts
- Establishing and maintaining the department's account management procedures
- Implementing appropriate University policies and procedures for payroll, purchasing, travel requests, and reimbursements
Assisting in department development activities; helping identify, develop, and cultivate potential and current sponsors, donors, and other sources of gift revenue
Developing and monitoring policies and procedures to direct financial activities and establishing the department's position on financial matters
Manages department operations to ensure the day-to-day and cyclic requirements are met; plans, resources, and monitors programmatic activities; prepares reports, terminates, or continues programs; plans or coordinates marketing documents or activities.
Key operations management skills for the SOM Department Director are:
Coordinating a variety of general administrative activities necessary to the department's day-to-day operations
Understanding and integrating the cyclic operational responsibilities of the UW/SOM/Practice Plans into department planning, policies, and procedures
Understanding and implementing change management processes that include not only organizational dynamics, but also the policies and procedures of approving offices or agencies
Negotiating or building new relationships, partnerships, or coalitions to advance the department's vision or mission
Assessing the need for additional resources and identifying the source of additional resources to fit with a department initiative or vision
Communicating planning factors to the faculty and staff to integrate activities with requirements or emerging trends
Collecting or assisting in the collection of data and evaluating data to initiate or assist in the initiation of a proposed new program or activity
Building consensus on the most appropriate approach to an organizational issue
Organizing or administering faculty meetings, retreats, or other communicating, decision-making or planning sessions
Ensuring a process is in place to comply with UW records management directives
Understanding and managing training programs to include residency, fellowship, clerkship, undergraduate, and graduate
Practice Plan Management
Manages the practice plans(s) of the department to include the member appointment process, budget process, revenue cycle, funds flow projections, pro forma accounting, the incentive plan, and compliance requirements.
Key practice plan management skills for the SOM Department Director are:
- Translating practice plan objectives into financial assumptions for short-term and/or long-term planning
- Projecting practice plan revenue/expenses and developing budget models to guide faculty or the practice
- Preparing individual and collective pro forma financial forecasts to help faculty understand the financial impact of their practice
- Assisting in the development of the practice Incentive Plan which appropriately rewards eligible faculty
- Assisting in the analysis of an individual practice to determine design or change of service to better serve customers
- Analyzing/interpreting emerging market trends to position practice(s) to better accommodate new techniques, protocols, or therapies
- Preparing practice plan accounting semi-annual accounting/incentive documents and disseminating decisions or results
Revenue Cycle Management
- Maintain up to date knowledge and expertise on the evolving coding, documentation, billing and reimbursement developments as pertains neurological surgery. Serve as a primary point person catalyst to the Practice Plans to stay on top of developments
- Interpreting and integrating the data and reports that come from the practice plans to ensure appropriate and optimal reimbursement
- Analyzing the relationship of fees to coding/diagnosis for appropriate reimbursement to practices
- Developing or assisting in the development of charge capture process to improve reimbursements
- Collecting and organizing denial data to educate billing faculty to produce clean bills
Education and Compliance
- Assisting in interpreting and integrating current practice plan compliance directives and policies to ensure that billing faculty are in compliance
- Providing assistance in the updating/educating of billing faculty to changes in CPT codes, contracted reimbursement rates, coding, or compliance issues
- Work with compliance staff in the auditing of provider documentation and issue resolutions
Manages the information requirements of the department, to include academic, business, educational and research information needs; incorporating and utilizing the existing Information Technology architecture.
Key information management skills for the SOM Department Director are:
Coordinating and managing the department web site and links including all aspects of department functions: clinical sites of practice, service line and outreach activities, research enterprises, faculty biosketches and publications, training programs, and the residency program
Developing written communication materials which may include department newsletter, CME brochures and mailings, development brochures, and other information to support public relations, scientific presentations, development activities
Coordinating and participating in public relations and/or fundraising events including donor relations and representing the department at University and external functions; collaborating with SOM Development for fundraising events and issues
- Generating ideas to help market the department's faculty, teaching programs, research, or clinical practices
Ensuring a viable and secure Information Technology architecture is in place, and educating faculty and staff to the importance of and compliance with a configuration management plan and policy
Assessing short-term/long-term Information Technology (IT) needs of the department and specific faculty, labs, or centers
Assessing and evaluating new IT programs to understand the cost/benefit ratio
Understanding the needs for and assisting in the planning of deployment of new IT affecting the faculty, be it from the medical center, the practice plans, or the SOM/UW
Authorizing and resourcing the procurement of hardware or software as required; assuring compliance with licensing agreements
Ensuring faculty have access to sufficient information to make appropriate decisions, for buy-in with important decisions, or for implementation of decisions
Implementing telecommunication and computer network systems
Ensuring that electronic files and communications are properly backed up and retained in accordance with department, SOM, and UW policies and directives
Interpreting and integrating IT security requirements on a continuing basis
- Ensuring maintenance of virus protection, security patches on individual servers, and accountability for software installation
- Ensuring security of backup systems
Ensuring proper disposal of surplus information systems
Manages the research resources of the department, to include grant and contract staff and processes, research staff support, capital equipment, physical plant, IRB, and Protected Health Information compliance issues
Key research management skills for the SOM Department Director are:
Designing and implementing administrative procedures for grant and contract administration
- Understanding and maintaining UW cost accounting standards
Interpreting and integrating federal, state, industry, and private policies, laws, contracts and agreements regarding research activities at the UW
Assisting faculty in the identification of research sponsorship, pre-submission activities, IRB and animal research requirements, supporting documents and verification's, and submission of grant and contract proposals
Reviewing and approving all department grant and contract applications
Coordinating interactions with the Offices of Sponsored Programs and Grant and Contract Accounting, as appropriate
Coordinating the transfer of research projects from other institutions when their principal investigators become faculty at the University of Washington (newly appointed faculty)
Representing the department in negotiations with federal contract officers and other sponsoring agencies/foundations, as appropriate
Managing funded projects or programs, requesting new budgets or extensions of existing budgets, maintaining active files; accounting for sponsored funds and budgets, procuring budgeted equipment and supplies, assisting in the preparation of periodic reports, responding to queries from sponsor managers/teams, coordinating site visits, and submitting competitive renewals
Managing the quarterly Faculty Effort Certification (FEC) forms required by the federal government where federal funding has been provided
Managing databases related to the collective research of the department to report to various UW, SOM, and federal agencies or offices
Accounting for facilities used in sponsored research through the SIMS, or the current information technology available for that purpose
Compliance and Risk Management
Promotes compliance and manages risk 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.
Key compliance and risk management skills for the SOM Department Director are:
Interpreting and integrating federal, state, and industry laws or policies on corporate compliance; topics to include fraud and anti-kick-back, to mitigate risk to the department and to individual faculty or staff
Implementing current HIPAA policies regarding Protected Health Information (PHI), as it is related to IT equipment, email communication, phone or other communication, and proper handling, disposal or destruction of information and documents containing; ensuring all faculty and staff complete required training modules
Assisting the medical centers and other health sciences leadership monitor physical presence by ensuring all faculty and staff receive appropriate identification or access authorization
Ensuring that all spaces, rooms, laboratories have appropriate security measures in place to safeguard information, physical resources, and staff
Building and maintaining relationships with SOM legal and administrative resources and the UW Office of Risk Management to ensure most appropriate actions or response to administrative matters
Building and maintaining relationships with the medical centers' and UWPD staff to determine various options for security, preventing or managing workplace violence, handling of suspicious mail, etc
Investigating or referring all claims of inappropriate behavior or actions
Assessing the department for operational risk due to financial management, potential loss of faculty, etc
Developing and implementing a department-specific internal audit plan for activities that put employees at risk or require corporate compliance
Ensuring that all new employees receive an orientation on health and personal safety, as it relates to the work place; emergency evacuation plans and routes; and resources or contacts to refer to for further information or reporting
Demonstrating understanding of compliance infrastructure for UW Medicine and serving as a department liaison to compliance offices
Integrating knowledge of compliance policies into department operations and guiding full implementation within the department
Manages facilities to ensure effective, efficient, and safe operations and preservation of resources.
Key facilities management skills for the SOM Department Director are:
Reviewing, developing, and assigning space to staff and faculty, including research lab areas and offices; coordinating moves and/or relocations of offices, laboratories, and personnel
Developing written material for long-range space planning including major renovation projects; collaborating with the Chair and working with the Dean's Office when appropriate, to develop business plans and proposals to support requests for additional space
Interpreting and integrating federal, state, UW, and other laws and policies relating to safeguarding of facilities and capital resources
Building and maintaining relationships with the medical centers' facilities staff to ensure timely correction of deficiencies/repairs to facilities, and to ensure compliance with remodeling and facility modification guidelines
Directing the physical plant related activities such as building/equipment inspections, upgrades; planning for and overseeing all renovation projects
Ensuring compliance with fire and safety codes, which includes working closely with Environmental Health and Safety; ensuring compliance with directed inventories of HAZMAT and other controlled laboratory chemicals or material
Maintaining and managing the department's equipment inventory system; managing economic life; surplusing or returning capital equipment, as necessary
- Tracking department equipment within the University OASIS system
- Accounting for department space utilization through the SIMS or the current information technology available for that purpose
EDUCATIONAL PROGRAM(S) MANAGEMENT
Supports program director(s) and faculty in management of educational program(s).
Key educational program management skills and/or responsibilities for the SOM Department Director are:
Supporting Program Directors (Residency, Medical Student, Fellowship, Graduate, Undergraduate, etc.) and faculty leaders in the management of educational programs
- Helping supervise, or directly supervise, educational support staff
- Assisting in financial/resource support of educational programs, including identifying department funds and/or in fund-raising activities or planning
- Assisting Program Directors, faculty leaders, or support staff in mission-critical requirements, including annual resident interviews leading to the match process, internal and external program reviews, changes in program requirements as directed by the ACGME or the SOM, as well as other difficult or non-routine assignments
- Responding effectively to individual requests from the residents, medical students, fellows, and graduate students
- Supporting administrative aspects of selection/match processes for students and trainees
- Supporting department's SOM clerkship programs, including annual updates to web content, timely processing of student evaluations, etc.
- Managing educational program budgets, including WWAMI
- Facilitating registration, orientation for Independent Study students (e.g. 499 students) and/or administrative support to faculty instructors
- Supporting faculty instructor needs for curriculum development, including SOM Human Biology 560 series sub-courses
- Facilitating lab internships, as required, to include non-UW graduate students visiting a lab during a summer break
Interpreting and integrating federal, state, UW, SOM, ACGME, ECFMG, RRC, professional society, and other local laws and agreements into departmental policies and procedures
Supporting periodic program reviews for accreditation/certification and training grant renewals
Facilitating support of accredited and non-accredited Continuing Medical Education programs in the community
Facilitating academic appointments of visiting scholars and visiting scientists
This position requires a Master's Degree in Business Administration, or related field; PLUS a minimum of five years relevant experience. A Bachelor's degree with 7 10+ years of significant relevant experience specific to the position may be substituted for Master's degree. Other required qualifications include:
Proven leadership and sophisticated communication skills.
Experience performing complex financial analyses; management-level administrative experience perferaably in a research institution environment or academic medical center.
Demonstrated competence in financial operations, business planning, financial analysis, and/or strategic planning.
Experience in physician group practice operations and financial management.
Supervisory and office management experience. Demonstrated experience working with large, highly structured personnel systems.
Proven leadership, communication, team building and problem solving skills.
Demonstrated ability to effectively address complex and sensitive administrative issues.
Functional understanding of research grant administration.
Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
Experience with basic research, biomedical or public health departments in a medical school, research institute, or university setting.
Experience in performing sophisticated financial analyses using personal computer software.
Functional understanding of research grant administration.
Experience living and/or working outside of the United States, ideally in a low or middle income country.
Strong writing and presentation skills.
CONIDITIONS OF EMPLOYMENT
A satisfactory outcome from a criminal background verification will be required prior to hire.
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, Criminal Conviction History, 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.