Vice Chair Of Finance & Administration, Department Of Emergency Medicine

Job Description

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 120000. 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 Schools 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 Departments 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 addition the Vice Chair is the Departments primary working-level interface with the Deans Office the Practice Plans and other departments in the University regarding administrative issues.

DUTIES AND 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 departments ability to achieve clinical scientific and educational goals.
• Interprets policies and regulations concerning the departments financial activities; ensures compliance with the Universitys 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 departments 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 departments 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 departments 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 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 Deans 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%)
Support 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.

MINIMUM REQUIREMENTS

• This position requires a minimum of 5 years of experience and a Masters 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.

ADDITIONAL REQUIREMENTS

• 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.

APPLICATION REQUIREMENT

This recruitment requires a cover letter. Your application will not be considered unless you attach a cover letter.

1. Please attach your cover letter to the application.

2. 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.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.