Executive Director of Finance

Job Function Summary

Involves developing, interpreting and implementing financial concepts for financial planning, resource planning (dollars), and control of organizational budget. May analyze and prepare recommendations for financial plans, including annual resource allocations, future requirements, and operating forecasts.

Generic Scope

Spends the majority of time (50% or more) achieving organizational objectives through the coordinated achievements of subordinate staff. Establishes departmental goals and objectives, functions with autonomy. Manages the accountability and stewardship of human, financial, and often physical resources in compliance with departmental and organizational goals and objectives. Ensures subordinate supervisors and professionals adhere to defined internal controls. Manages systems and procedures to protect departmental assets.

Custom Scope

The Executive Director of Finance together with the Chief Administrative Officer (CAO), has primary responsibility for all aspects of the department’s finances. The Executive Director of Finance directs the department’s finance unit and provides the depth and breadth of management, strategic planning, and financial reporting/analysis expertise required in an administratively complex department with an annual operating budget of approximately $75 million, consisting of professional fee activities, professional services agreements (PSAs), extramural awards, sponsored projects, gifts and endowments, state funding, and medical education programs.

The Executive Director of Finance is responsible for developing, planning, and implementing sustainable financial and revenue management to support the department’s strategic initiatives and operations. The Executive Director of Finance develops long-range strategies and solutions for current complex issues that often cross functional areas, while providing the guidance and expertise needed to effectively implement needed changes, using resources efficiently and minimizing risk. The individual is responsible for audit management, internal controls, and risk assessment and abatement. The Executive Director of Finance reports to the Chief Administrative Officer and is a senior member of the department’s leadership team in managing financial issues with a strong emphasis on administrative systems and internal controls. The position works collaboratively with the UCSF School of Medicine Dean’s Office, DPH, FPO, UCSF Health and all internal/external vendors interacting with the department.

Department Overview

The Department of Emergency Medicine (DEM) provides emergency medical care to over 177,000 patients annually at the UCSF Medical Center at Parnassus, UCSF Benioff Children’s Hospitals at Mission Bay and Oakland, and Zuckerberg San Francisco General Hospital and Trauma Center. DEM administrative and research staff support the work of 90+ full-time faculty and 50+ attending physicians, a residency program, fellowship programs, and over 300 house staff and students each year. Our vision is to be the leader in compassionate, innovative, and equitable emergency care for all people at all times.

Required Qualifications

• Comprehensive knowledge of finance and budget policies, practices and systems; budgeting and reporting techniques; fund accounting; human resource planning; accounting and bookkeeping.
• Ability to effectively communicate verbally and in writing in a timely manner.
• Interpersonal skills and ability to work effectively across the organization at all levels; ability to interact with diverse populations.
• Client services oriented; good listening, critical thinking, and analytical skills.
• Ability to multi-task. Strong work ethic, attention to detail, demonstrated success with consistent and timely follow through.
• Demonstrated, exceptional planning, problem solving and decision-making skills; demonstrated ability to effectively persuade and negotiate results in complex situations.
• At least 6 years of progressively responsible financial management experience, or equivalent experience, encompassing financial management, strategic planning and organizational development, clinical practice management, and human resources management.
• At least 5 years of experience as a lead/supervisor/manager.

Preferred Qualifications

• Knowledge and understanding of internal control practices and their impact on protecting University resources.
• Familiarity with campus and university systems, federal and staff funding agency requirements, campus internal audit rules and regulations, the campus business and finance bulletin, school and department clinical compensation plan, clinical practice rules and regulations, campus expenditure rules and regulations.
• Familiarity with policies and programmatic guidelines for ACGME training programs and associated funding.

Required Education

• Advanced degree in related area and / or equivalent experience / training.

Preferred Certifications

• Professional certification preferred.

Budget and Financial Planning

Responsible for achieving broadly stated goals through subordinate team members:

• Maintains the integrity of the organization's budget reporting and tracking systems through supervision and oversight of budget and fiscal staff and protocols; functions as chief budget liaison for resource allocations. Oversees the analysis and policy development for organization-wide funding issues and budget processes, resource allocations, and funding models.
• Plan and direct the department’s annual budget process across all divisions and sites; establish controls to monitor budget expenditures, understand and resolve variances.
• Maximize the department’s overall financial condition; identify and anticipate potential threats and/or opportunities. Design strategies for addressing complex funding issues or problems.
• Develop short and long-range financial models to support strategic planning and budgeting and for negotiating strategic support.
• Together with CAO, serve as principal liaison to chiefs, chair and administrators on budgetary and financial matters.
• Together with CAO, represent the department regarding financial issues to UCSF Health, SOM Dean’s Office, SFGH Foundation and San Francisco Department of Public Health.
• Represent the department in issues involving the UCSF Faculty Practice Organization, including funds flow administration and modifications. Oversee new or modified Professional Services Agreements (PSAs) for impacts on the department; recommend actions and strategies for the CAO and department Chair.
• Oversee development and growth of clinical practice professional fee revenue and funds flow management for DEM activities.
• Optimize professional revenue charge capture and collections.
• Oversee provider compliance that meets applicable governmental and contractual payer regulations while appropriately optimizing professional fee revenue.

Financial Reporting, Analysis and Compensation Plan Administration

Responsible for achieving broadly stated goals through subordinate team members:

• Through subordinate managers, evaluate financial performance, site/division level, and department level.
• Monitor overall financial performance and supervise variance analysis of actual vs. budgeted financial activity. Alert senior management to issues or opportunities; recommend appropriate actions.
• Monitor monthly funds flow performance, both payments and wRVUs.
• Establish management indicators and create business intelligence systems.
• Faculty compensation plan activities:
• Procedures - Develop and refine departmental procedures for the Health Sciences Compensation Plan for faculty. Ensure consistency with UC, campus, and School of Medicine guidelines. Work closely with the Dean’s office and departmental academic personnel staff to respond to issues and new requirements.
• Outside Income Reporting - Review annual reporting of outside income (including for consulting and legal work) by faculty compensation plan members. Communicate reporting and retention requirements to faculty and respond to inquiries or problems. Create templates and other forms to enable faculty to readily understand and comply with highly complex plan rules. Supervise the collection, depositing, election and reporting of faculty outside income payments due the plan.
• Faculty Incentive Payments - Direct systems of incentive payments in accordance with DEM Heath Sciences Compensation plan. Ensure timeliness and accuracy of payments. Advise faculty regarding responsibilities and privileges for incentive payments under the comp plan.

Strategy Development and Implementation

Responsible for achieving broadly stated goals through subordinate team members: Develops, modifies, and executes policies which affect immediate operation(s) and may also have organization-wide effect. Regularly interacts with senior management or executive levels on matters concerning several functional areas, units, and / or customers.

• Key player in developing the department’s long-range and short-range strategic plans. Identify and raise critical issues. Identify financial impact of issues and develop or direct analyses to support decision-making. Develop and ensure that financial plans are consistent with the department’s overall strategic plans. Design administrative structures that support the attainment of the department’s strategic financial objectives.
• Plan and develop new programs or significant changes in existing programs or initiatives: strategize, develop or oversee development of comprehensive financial resource allocations needed to support proposed programs; assess viability of funding models and make recommendations; develop and implement process for tracking and assessing progress towards financial goals.
• Interdisciplinary, interdepartmental and intercampus programs: identify organizational complexity unique to cross-area programs; assess financial impact; identify and minimize risk areas; evaluate financial aspects of proposed approach to development and organization and recommend changes.
• Faculty recruitment/retention/compensation strategies and funding mechanisms: In coordination with the CAO and Chair, develop and evaluate recruitment and compensation strategies including planning for start-up funding, sign-on bonuses, and other resources.

Financial and Revenue Management, Accountability, and Controls

Responsible for achieving broadly stated goals through subordinate team members:

Manages activities of two or more sections or departments through subordinate managers who exercise full supervision in terms of costs, methods, and employees. Develops, modifies, and executes appropriate internal controls to protect University resources.

• Direct financial operations and controls across all fund sources and serves as an expert resource for the department.
• Direct annual salary support data gathering process together with overseeing ongoing review and updates to ensure equity and sustainability.
• Plan and direct policies, guidelines, and procedures to ensure fiscal integrity and regulatory compliance for the department and other aligned units.
• Exercise creativity in designing approaches to financial management that maximize the department’s flexibility while conforming to applicable requirements.
• Manage allocations of department financial support for various activities (e.g., major research programs, recruitments, and other departmental priorities).
• Direct and oversee departmental research finance portfolio through subordinate managers.
• Develop and provide training on financial issues with the goal of expecting, achieving, and maintaining administrative excellence.
• Supervise the review of accounting information to ensure that expenses are directed to proper funding sources and corrective actions (i.e., cost transfers, financial journals) are taken as needed.
• Oversee journal ledger review and reconciliation including submissions, corrections, SCTs, etc.
• Oversee revenue and external funding in accordance with departmental agreements (e.g., PSAs, Funds, Flow, Affiliation Agreement, including invoicing, etc.)
• Identify both broad and detailed areas of risk and develop and implement remediation and prevention plans.
• Serve as liaison with school controller’s office, internal audit, and others on matters of financial accountability and control.
• Together with department leadership, develop staffing and coverage models for any new clinical service lines, or expansion of existing services.
• Establishes department wide policies, guidelines, and procedures to ensure financial integrity and regulatory compliance at all levels of department finance.
• Ensures effective business management and compliance across the Department with respect to UCOP, UCSF, SOM, funding agency, and department policy and guidelines as well as applicable regulation and laws.
• Primarily responsible for developing and implementing best practices for internal financial controls throughout the department. This includes all department operational entities (i.e. Parnassus, Mission Bay, ZSFG, and Oakland) as well as all fund types (i.e. Funds Flow revenue, extramural funds, intramural funds, gifts & endowments, and state funds).

Other Related Duties

Regularly interacts with senior management or executive levels on matters concerning several functional areas, units, and / or customers.

• Represent the department in budgetary and financial matters involving the Budget Office and Controller’s Office.
• Together with the CAO, represent the department in budgetary and financial matters involving the Dean’s Office, UCSF Health, and other campus units.
• Serve on departmental, school, and campus committees.
• Act on behalf of the CAO in his/her absence or as designated.
• Act as principal liaison with chair, chiefs and administrators on budget and finance matters.
• Other related duties as assigned.

Budgeted Job Salary Range: will work with TA to ensure salary is equitable