Vice Chair Of Finance & Administration, Department Of Emergency Medicine

University of Washington•Seattle, WA

1d•$200,004 - $220,008

About The Position

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 Emergency Medicine has an outstanding opportunity for a Vice Chair of Finance & Administration to join their team. The University of Washington Department of Emergency Medicine (DEM) is responsible for the oversight and clinical care within three emergency departments within UW Medicine: Harborview Medical Center (HMC), the University of Washington Medical Center Montlake (UWMC-ML) and the UWMC-Northwest (UWMC-NW). These emergency departments see a combined annual patient volume of approximately 120,000. The department supports a 4-year emergency medicine residency program with 72 residents, 5 fellowship programs, as well as a required medical student rotation for the UW School of Medicine fourth year students. The department structure also includes four (4) Sections: Critical Care, EMS, Population Health, and Emergency Ultrasound. The department has a robust research program, including funding from both government and private sources. The department closely collaborates with the Seattle Fire Department through the Medic One EMS program, as well as King County Medic One. The mission of the Department of Emergency Medicine is to advance and shape the future of emergency care locally, regionally, and globally. We foster this mission through the delivery of exceptional patient-centered emergency care; the provision of state-of-the-art emergency medicine education; and Innovation, transformative research and discovery, and the generation of knowledge. The department has an annual budget of $40M and has 100 faculty and 75 staff. GENERAL DESCRIPTION The Vice Chair reports to the Department Chair and School’s Associate Dean of Administration and Operations and serves as the business manager and senior administrative support representative for the Department. As such, the Vice Chair has a comprehensive range of responsibilities, including: financial planning/management, budget development, supervision of the Department’s classified and exempt staff, personnel, payroll, purchasing, special project support, and other administrative functions for the School of Medicine. As a UW SoM Department Vice Chair of Finance and Administration, 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: Financial Management and Development Activities, Operations Management, Practice Plan Management, Compliance and Risk Management, Research Management, Information Management, Human Resource Management, Facilities Management and Educational Program(s) Management. He/she/they acts in an advisory capacity to the Chair and various Department committees, providing financial guidance, background information, and management advice. In addition, the Vice Chair 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.

Requirements

This position requires a minimum of 5 years of experience and a Master’s degree in Business Administration (MBA), Health Care Administration, Public Health, or related field.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Management-level administrative experience, preferably in a research institution environment or academic medical center.
Demonstrated competence in financial operations, business planning, financial analysis, and strategic planning.
Demonstrated experience working with large, highly structured personnel systems.
Proven leadership, communication, team building, and problem-solving skills.
Demonstrated ability to address complex and sensitive administrative issues with diplomacy and effectiveness.
Strong employee relations skills and experience working with diverse faculty and staff.
Demonstrated ability to work independently, with a high level of initiative, and as part of a team.
This recruitment requires a cover letter. Your application will not be considered unless you attach a cover letter.
We would like to know more about your experience with diversity, race and equity, and social justice. Please tell us about your experience engaging and working with diverse communities – particularly in the context of your professional, volunteer, or civic work. Please also address efforts you have made or been involved with to foster diversity competence and understanding.

Responsibilities

Financial Management and Development Activities (20%) Manage 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. Interacts with faculty and staff to facilitate the department’s ability to achieve clinical, scientific, and educational goals. Interprets policies and regulations concerning the department’s financial activities; ensures compliance with the University’s policies and procedures as well as guidelines from the federal government, state, and other research project sponsors. Develops and implements internal financial system controls to ensure integrity of all financial transactions in accordance with applicable jurisdictions. Maintains a working knowledge of the department’s financial operations, funding sources, policies, and procedures.
Operations Management (10%) Manage 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. Coordinates a variety of general administrative activities necessary to the department’s day-to-day operations. Understands and integrates the cyclic operational responsibilities of the UW/SoM/Practice Plans into department planning, policies, and procedures. Understands and implements change management processes that include not only organizational dynamics, but also the policies and procedures of approving offices or agencies. Negotiates or builds new relationships, partnerships, or coalitions to advance the department’s vision or mission.
Practice Plan Management (10%) 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. Forecasts, plans, and reports practice plan revenue/expenses and develops budget models to guide faculty or the practice. Maintains revenue cycle management, including on the evolving coding, documentation, billing and reimbursement developments.Serve as a primary point person catalyst to the Practice Plans to stay on top of developments. Assists in interpreting and integrating current practice plan compliance directives and policies to ensure that billing faculty are in compliance.
Research Management (10%) Manage 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. Designs and implements administrative procedures for grant and contract administration. Interprets and integrates federal, state, industry, and private policies, laws, contracts and agreements regarding research activities at the UW. Assists faculty in the identification of research sponsorship, pre-submission activities, IRB and animal research requirements, supporting documents and verifications, and submission of grant and contract proposals. Reviews and approves all department grant and contract applications.
Human Resource Management (10%) Manage 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 Vice Chair are: Interprets and integrates federal, state, UW, SoM, and other local laws and agreements into department policies and procedures. Develops and/or utilizes HR measurement/monitoring systems. Responds to and assists in needs/requirements for faculty and staff training and coaching. Negotiates faculty/staff relations to represent viewpoints and positions fairly.
Facilities Management (10%) Manage facilities to ensure effective, efficient, and safe operations and preservation of resources. Reviews, develops, and assigns space to staff and faculty, including research lab areas and offices; coordinates moves and/or relocations of offices, laboratories, and personnel. Develops written material for long-range space planning including major renovation projects; collaborates with the Chair and working with the Dean’s Office when appropriate, to develop business plans and proposals to support requests for additional space. Interprets and integrates federal, state, UW, and other laws and policies relating to safeguarding of facilities and capital resources. Builds and maintains 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.
Educational Program(s) Management (10%) Suppo rt program director(s) and faculty in management of educational program(s). Supports Program Directors (Residency, Medical Student, Fellowship, Graduate, Undergraduate, etc.) and faculty leaders in the management of educational programs. Interprets and integrates federal, state, UW, SoM, ACGME, ECFMG, RRC, professional society, and other local laws and agreements into departmental policies and procedures. Supports periodic program reviews for accreditation/certification and training grant renewals. Facilitates support of accredited and non-accredited Continuing Medical Education programs in the community.
Compliance and Risk Management (5%) Promote 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. Interprets and integrates 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. Ensures that all spaces, rooms, laboratories have appropriate security measures in place to safeguard information, physical resources, and staff.
Clinical Operational Activities (5%) Monitors performance of clinical services and negotiates affiliations to optimize department revenue in compliance with UW Medicine policies. Incorporates DEI into all patient related strategies. Patient Access - Provides leadership with UW Medicine partners to continually strive for improvement in the areas of patient satisfaction, patient access and efficient utilization of resources. Hospital Operations – Collaborates with hospital leadership to coordinate resources required to effectively manage hospital-based activities including faculty planning, medical professional coordination, equipment strategy, programmatic changes, service line specific needs, etc. Clinical Collaboration – Partner with hospital leadership to align department goals and strategy with segment goals and strategy.
Information Management (5%) Manage the information requirements of the department, to include academic, business, educational and research information needs, incorporating and utilizing the existing Information Technology architecture. Coordinates and manages 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. Develops 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. Coordinates and participates in public relations and/or fundraising events including donor relations and represents the department at University and external functions; collaborates with SoM Development for fundraising events and issues. Ensures a viable and secure Information Technology architecture is in place, and educates faculty and staff to the importance of and compliance with a configuration management plan and policy.
External Engagement (5%) Engages with appropriate external audiences to represent UW Medicine and the department and stay apprised of trends impacting our business. Professional Affiliation Engagement - Participates in professional and/or civic organizations, leveraging knowledge and relationships to advise of operational improvements at UW Medicine. Community Partners/Civic Organizations – Engages with those in the community where professional intersections will benefit UW Medicine and the community we serve. Development and External Relations – Partners with advancement teams to support philanthropic efforts and initiatives.