Sr. Administrative Officer, Otolaryngology (H)

University of Miami•Miami, FL

3d•Onsite

About The Position

The University of Miami/UHealth Department of Otolaryngology has an exciting opportunity for a full time Sr. Administrative Officer to work in Miami, FL. The Sr. Administrative Officer, Otolaryngology serves as the administrative leader and senior management advisor to the Chair(s) and or other senior leadership within the organization. The Sr. Administrative Officer, Otolaryngology generates, manages, and interprets strategic information; provides financial management and accountability for all Department resources; and provides administrative infrastructure to ensure organizational and department goals are achieved and faculty and staff thrive.

Requirements

Bachelor’s degree in relevant field
Minimum 7 years of relevant experience required
Strategic Leadership: Commitment to the University's core values, mission and vision. Understands the strategic vision and major initiatives to lead and influence across departments to achieve goals and drive strategic initiatives.
Operational Transformation: Ability to drive operational efficiency.
Change Leadership: Ability to lead organizational change initiatives, fostering a culture of innovation and adaptability.
Financial Stewardship: Ensures fiscal responsibility, and optimization of financial performance.
Stakeholder Engagement: Engaging and communicating with key stakeholders, building strategic partnerships, and enhancing the university's reputation.
Innovation: Drives innovation by encouraging/implementing innovative solutions and driving continuous improvement.
Communication: Ability to influence others, articulate strategic vision, and ensure clear and persuasive communication.

Responsibilities

Develops, obtains approval for, and directs short and long-term strategic business plans for the Department, while actively serving as the senior financial and administrative manager.
Prepares business analyses, and funding plans, and develops proposals; implements plans for new programs; and designs and executes changes to existing programs. Ensures successful completion of these plans and programs.
Oversees all operational activity for the department including directing strategic business, programmatic, policy development and operational planning in partnership with the Chair and senior department leaders.
Serves as the administrative liaison for Department programs at affiliate sites and within the division.
Ensures administrative services in the Department are compliant with all applicable policies and procedures.
Plans and manages all financial areas including all aspects of revenue and expense management.
Provides administrative direction and coordination of day-to-day functions, including those involving other entities whose work impacts the business of the Department.
Oversees the administrative management of clinical programs to include analysis of charge capture, reimbursement patterns, management of billing processes/practices, clinical productivity, development, negotiation, and execution of contracts.
Understands all grants and contracts funding sources and how they impact Departmental funds flow, faculty effort, etc.
Manages research space, facilities and resources, equipment, and the disposition thereof.
Refines and develops an administrative structure that provides the necessary level of support services needed for the Department’s continued success and strategic growth.
Oversees departmental human resources matters in the implementation of the varied policies and procedures for faculty, staff, residents/fellows, and other personnel.
Partners with Human Resources in the resolution of employee relations issues.
Ensures departmental employment activities and practices are in compliance with University or Health System.
Provides advice and counsel to administrative leaders on personnel decisions and actions, including promotions, salary actions, performance evaluations, training, performance management, and terminations.
Ensuring training, evaluation, and performance needs of staff including compliance, HIPAA, and information systems security requirements.
Oversees aspects of faculty appointment, promotion/tenure, and non-renewal processes within the Department, ensuring adherence to guidelines and timelines.
Manages financial resources for the Department to achieve optimal utilization, including financial planning, budgeting, and accounting functions.
Coordinates, monitors, and manages separate budgetary units in multiple entities.
Promotes high standards and holds staff and faculty accountable for financial management policies involving personnel/payroll, purchasing, budget management, and travel.
The planning, budgeting, and accounting functions for operating, capital, grant, and gift budgets; employing appropriate stewardship of available funding streams.
Leads the process for the allocation of funding of faculty salaries and clinical incentive plans.
Assists in the recruitment of diverse faculty, with appropriate expertise to meet the clinical, educational and research needs of the department.
Ensures internal control oversight and compliance with laws and regulations, safeguarding of assets, compliance with University policies and procedures, reliability of internal and external reporting, and efficiency and effectiveness of operations.
Creates an effective control environment, conducts risk assessment, and implements and monitors controls.
In collaboration with the chair and other leaders develops, administers, and communicates strategic and operational plans to support the vision, mission, values and strategic plan of the department and school.
Foster a culture of collaboration, innovation and continuous improvement, while encouraging staff to contribute to strategic initiatives and supporting them as they adapt to changing circumstances.
Leads the day-to-day operations and finances of the department to include the timely, accurate, and comprehensive development and implementation of annual financial and space plans.
Also, represents Chair and other faculty leaders on school, health system or university work groups and projects, and collaborates with various leadership levels on long term and ad hoc projects.
Monitor organizational performance against established goals and plans in a highly complex clinical service and research environment, while managing the work of subordinate directors, managers, and professional staff to achieve results through their efforts.
Partners with UHealth Hospital, clinics and ambulatory team to facilitate the recruitment, on-boarding and retention of Otolaryngology faculty and clinical staff, and champion UHealth priorities and destination service lines, especially with respect to initiatives in process improvement, patient-centered care, efficient clinic operations, quality, and clinical productivity.
Work closely with senior leaders responsible for clinical services, quality, and inpatient management to assure high quality care is provided and faculty are effectively utilized and compensated for clinical effort.
Assesses standardization of processes to improve pre- and post-award research administration across the department, while assuring department compliance with all university and federal award requirements.
Additionally, provides executive oversight to divisions and staff and pilot processes to improve funds management and enhance research administrator career tracks, while partnering with vice chairs for basic science and clinical research to assure faculty have the business and administrative support to do their best work.
Operate as a subject matter expert in business, management, accounting, budget planning, financial forecasting, and contracts and grants administration.
Ensures that resources are allocated appropriately and ensures that the department’s business planning, operations, and commitments are fiscally prudent and financially transparent.
Oversees the annual budget process in collaboration with the Director of Finance, faculty, and administrative leadership and within the context of the School and University process.
Establish methodologies to streamline and standardize business processes and ensure the flow of customer value to stakeholders, as well as proactively manage financial risks, implementing strategies to mitigate potential losses and protect the organization's financial stability.
Oversee all aspects of financials, revenue cycle activities, and strive towards positive outcome/delivery of annual Chair’s/departmental metrics.
Oversees software development team who work with line management and faculty on creation of collaborative tools to support business administration and research and works closely with organizational IT leadership.
Oversees people management, including executive oversight of staff Human Resources, and Faculty Affairs; providing significant oversight of the faculty compensation plan and annual adjustments as required.
Works closely with Office of Academic Affairs, Office of General Counsel, and other advisors on people issues; understands all aspects of faculty and staff labor relations.
Creates an organizational climate which supports and values diversity and recognizes the contributions of faculty and staff from diverse backgrounds.
Provides oversight and direction to the department’s entire space portfolio and provides effective executive oversight of support services and coordinates the operations between the various areas /divisions in collaboration with division administrators and chiefs, while assuring compliance with all university policies.