Vice Chair of Finance & Administration Department of Medicine

Job Description

Vice Chair of Finance & Administration

Department of Medicine

The University of Washington Department of Medicine is looking for an outstanding leader as its Vice Chair of Finance and Administration (VCFA).

The Department of Medicine was founded in 1948 and is now the largest department at the University of Washington with more than 3900 faculty and staff members 35 fellowships 56 endowed chairs and professorships. The Department of Medicine is comprised of 11 divisions: Allergy & Infectious Disease Cardiology Gastroenterology General Internal Medicine Gerontology and Geriatric Medicine Hematology and Oncology Medical Genetics Metabolism Endocrinology & Nutrition Nephrology Pulmonary Critical Care and Sleep Medicine and Rheumatology.

The Department of Medicine has an annual budget of approximately $497 million and current research funding from both government and private sources is $232 million.

The Department of Medicine is dedicated to the mission of teaching healing discovery and diversity. The faculty members teach the latest in evidence-based practice as well as the oldest of human valuescompassion and respect for patients and their families. The clinical programs are diverse offering considerable breadth and depth of expertise in care. The programs strive to achieve integration with research and training thus accelerating the transfer and dissemination of new knowledge. From making kidney dialysis possible to winning the Nobel Prize for bone-marrow transplantation the Department of Medicine has a long tradition of leading-edge research that has yielded some of the most important innovations in the history of modern medicine.

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. This position oversees a team of more than a dozen direct reports.

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.

Human Resource Management 15%

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.

• Fosters a positive and inclusive workplace culture in the department that promotes respect collaboration equity and professional growth.

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Operations Management 15%

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 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.

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.

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 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.

MINIMUM REQUIREMENTS

• This position requires a minimum of 7 years of experience and a Masters degree in Business Administration (MBA) Health Care Administration Public Health or related field.

• Proven leadership and sophisticated communication skills.

• Experience in performing complex medical center/departmental financial analyses using personal computer software.

• Experience with clinical departments in a medical center/hospital environment.

• Experience in physician group practice operations and financial management.

• Management-level experience preferably in an academic medical center or hospital environment.

• Supervisory and office management experience. Demonstrated experience working with large highly structured personnel systems.

• Demonstrated experience in business planning financial analysis and/or strategic planning.

• Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

• Process Improvement mindset

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Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

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Temporary or Regular

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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.