Associate Administrator, Department of Medicine, Division of Cardiology

University of Washington Medical Center•Seattle, WA

4d•$114,960 - $140,004•Onsite

About The Position

The Division of Cardiology in the Department of Medicine has an outstanding opportunity for an Associate Administrator to join their team. Reporting to the Division Administrator, and working closely with leadership in the Department of Medicine, School of medicine, UWMC, HMC and South Lake Union, the Associate Administrator, will support central divisional staff, faculty operations and department operations. The Associate Administrator is a key member of the divisional leadership team. The Associate Administrator is responsible for oversight of a variety of administrative, financial and operational affairs of the division, with a primary focus on oversight of division finances. This position will be responsible for division-wide budget management and reporting, the annual budgeting processes, management of clinical finances and oversight of clinical trial finances in conjunction with our clinical trials research manager. This position will be required to direct and manage multiple priorities, analyze complex situations, and make sound decisions utilizing effective time management skills, good business acumen and judgement. This position requires effective interpersonal skills with senior and junior personnel, including staff and faculty, within the Department and the Division. The incumbent must have strong analytical, critical thinking and organizational skills. The position must understand and be able to integrate and implement multiple federal, state, University and Department policies and procedures. This role represents the Division in a number of settings, and act in place of the Administrator as needed, and therefore must possess strong leadership skills and decision-making abilities.

Requirements

Bachelors Degree in Business or a related field and 5 years’ related experience

Nice To Haves

Financial analysis and operational, financial, HR or other program management experience
Intermediate to advanced Excel and financial reporting skills/High degree of professionalism
Customer and results-oriented
Flexible, detail-oriented and ability to multi-task and work under pressure.
Previous work in an academic medical center
Previous experience working within higher education
Previous experience with clinical funds and revenue cycle analysis
Understanding of compliance issues in healthcare environment
Working knowledge of enterprise-wide relational databases, multi-dimensional cubes, scripting languages, SQL server (including SQL Server Analysis Services), and Business Intelligence reporting tools
Familiarity with a variety of UW and UWP systems and policies (Workday, MyFD, EDW & Financial Cubes)

Responsibilities

Oversee the management of division financial resources (e.g. state funding lines, grants and contracts and gift accounts). This oversight encompasses the financial planning, budgeting and accounting functions of the division’s academic and research units.
In partnership with the Division Administrator, prepare the annual operating budget, specifically focusing on operational income and expense.
Monitor progress against annual budget and make operational expenditure recommendations accordingly.
Partner with clinical trials unit (CTU) Research Manager to oversee clinical trials finances for the division.
Review and approve CTU feasibility budgets on behalf of division.
Prepares reports, analyses and makes recommendations to the division head, administrator and unit managers for the effective management of the division.
Evaluate and analyze divisional operational spending against budget and policies; devise and disseminate spending policies as needed.
Maintain up to date knowledge on current operational and financial policies and procedures to ensure compliance with the University, State and Federal guidelines and laws.
Facilitate SBARs for new programs; work with division teams to implement new process flows as the programs grow.
Manage CFTE reporting and tracking, productivity reviews, and analysis of division incentive plan in conjunction with division administrator.
Conduct analyses and build clinical activity projections for annual clinical budgeting.
Lead and oversee clinical scheduling system Qgenda; work with associate division head, program managers and coordinators to ensure timely creation and delivery of clinical schedules.
Manage division incentive plan payments including semi-annual review of incentive pool and payments, modeling and analysis related to incentive plan changes, etc.
Oversee hospital-funded FTE including teaching associate positions and faculty FTE; manage related requests for data, funding information for salary planning, funding requests, etc.
Conduct analysis of clinical shortfall and ramp-up costs related to new hires.
Conduct productivity reviews in conjunction with revenue cycle manager; prepare related reports and recommendations for division leadership.
Conduct clinical revenue analysis, including forecasting, modeling for new and existing programs, drafting SBARs, etc.
Provide comprehensive, as well as targeted and specific, financial analyses and reporting for decision-making.
Oversee and provide guidance to the Grant & Finance Unit in the division, work with the managers in solving complex divisional issues, including deficit management, faculty-funding planning, and complicated administrative processing issues.
Communicate and liaise with departmental, school and university bodies to ensure efficient business processes.
Provide guidance on best processes and possible operational improvements for their teams.
Collaborate with the Grant Manager and Finance Manager to provide direction on hiring, developing clear position descriptions and expectations
Serve as back up to Grant Manager and Finance Manager roles
Provide leadership to division staff and faculty in the areas of financial oversight and operations
Serve as back up to Division Administrator
Establish strong working relationships with process partners within the university, other divisions in the department, and the department, enabling effective communications and workflow
Strategize with division leadership on program structure and staffing.
Assist as needed with implementing appropriate staffing structure to ensure research and program operating needs are met
Serve as division representative in departmental, school and university-wide meetings
Directly supervise 2 FTE and lead 2 FTE+ employees within the unit to include oversight of program duties
Provide onboarding to new direct report hires in the unit
Implement and monitor annual performance reviews
Manage performance related issues
Manage and monitor leave requests
Provide backup for approvals, etc. ASTRA approvals/permissions, ISHelp approvals for outpost, SAGE approvals for grants and contracts, et cetera.
Performs other duties as directed by the division administrator, division head or associate division head