Associate Administrator

Job Description

The Division of Cardiology in the Department of Medicine has an outstanding opportunity for an Associate Administrator to join their team.

About this Opportunity

Reporting to the Division Administrator, and working closely with leadership in the Department of Medicine, School of medicine, UWMC, HMC and South Lake Union, the Associate Administrator, will support central divisional staff, faculty operations and department operations. The Associate Administrator is a key member of the divisional leadership team. The Associate Administrator is responsible for oversight of a variety of administrative, financial and operational affairs of the division, with a primary focus on oversight of division finances. This position will be responsible for division-wide budget management and reporting, the annual budgeting processes, management of clinical finances and oversight of clinical trial finances in conjunction with our clinical trials research manager.

This position will be required to direct and manage multiple priorities, analyze complex situations, and make sound decisions utilizing effective time management skills, good business acumen and judgement. This position requires effective interpersonal skills with senior and junior personnel, including staff and faculty, within the Department and the Division. The incumbent must have strong analytical, critical thinking and organizational skills. The position must understand and be able to integrate and implement multiple federal, state, University and Department policies and procedures.

This role represents the Division in a number of settings, and act in place of the Administrator as needed, and therefore must possess strong leadership skills and decision-making abilities.

Key Responsibilities

Operations & Financial Management (30%)

• Oversee the management of division financial resources (e.g. state funding lines, grants and contracts and gift accounts). This oversight encompasses the financial planning, budgeting and accounting functions of the division’s academic and research units.
• In partnership with the Division Administrator, prepare the annual operating budget, specifically focusing on operational income and expense. Monitor progress against annual budget and make operational expenditure recommendations accordingly.
• Partner with clinical trials unit (CTU) Research Manager to oversee clinical trials finances for the division. Review and approve CTU feasibility budgets on behalf of division.
• Prepares reports, analyses and makes recommendations to the division head, administrator and unit managers for the effective management of the division.
• Evaluate and analyze divisional operational spending against budget and policies; devise and disseminate spending policies as needed.
• Maintain up to date knowledge on current operational and financial policies and procedures to ensure compliance with the University, State and Federal guidelines and laws.
• Facilitate SBARs for new programs; work with division teams to implement new process flows as the programs grow.

Clinical Revenue Coordination (20%)

• Manage CFTE reporting and tracking, productivity reviews, and analysis of division incentive plan in conjunction with division administrator.
• Conduct analyses and build clinical activity projections for annual clinical budgeting.
• Lead and oversee clinical scheduling system Qgenda; work with associate division head, program managers and coordinators to ensure timely creation and delivery of clinical schedules.
• Manage division incentive plan payments including semi-annual review of incentive pool and payments, modeling and analysis related to incentive plan changes, etc.
• Oversee hospital-funded FTE including teaching associate positions and faculty FTE; manage related requests for data, funding information for salary planning, funding requests, etc.
• Conduct analysis of clinical shortfall and ramp-up costs related to new hires.
• Conduct productivity reviews in conjunction with revenue cycle manager; prepare related reports and recommendations for division leadership.
• Conduct clinical revenue analysis, including forecasting, modeling for new and existing programs, drafting SBARs, etc.
• Provide comprehensive, as well as targeted and specific, financial analyses and reporting for decision-making.

Grant & Finance Unit Administration (20%)

• Oversee and provide guidance to the Grant & Finance Unit in the division, work with the managers in solving complex divisional issues, including deficit management, faculty-funding planning, and complicated administrative processing issues.
• Communicate and liaise with departmental, school and university bodies to ensure efficient business processes.
• Provide guidance on best processes and possible operational improvements for their teams.
• Collaborate with the Grant Manager and Finance Manager to provide direction on hiring, developing clear position descriptions and expectations
• Serve as back up to Grant Manager and Finance Manager roles

Leadership (15%)

• Provide leadership to division staff and faculty in the areas of financial oversight and operations
• Serve as back up to Division Administrator
• Establish strong working relationships with process partners within the university, other divisions in the department, and the department, enabling effective communications and workflow
• Strategize with division leadership on program structure and staffing. Assist as needed with implementing appropriate staffing structure to ensure research and program operating needs are met
• Serve as division representative in departmental, school and university-wide meetings

Personnel Management (10%)

• Directly supervise 2 FTE and lead 2 FTE+ employees within the unit to include oversight of program duties
• Provide onboarding to new direct report hires in the unit
• Implement and monitor annual performance reviews
• Manage performance related issues
• Manage and monitor leave requests

Other Duties (5%)

• Provide backup for approvals, etc. ASTRA approvals/permissions, ISHelp approvals for outpost, SAGE approvals for grants and contracts, et cetera.
• Performs other duties as directed by the division administrator, division head or associate division head

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

• Bachelors Degree in Business or a related field and 5 years’ related experience

Preferred Qualifications

• Financial analysis and operational, financial, HR or other program management experience
• Intermediate to advanced Excel and financial reporting skills/High degree of professionalism
• Customer and results-oriented
• Flexible, detail-oriented and ability to multi-task and work under pressure.
• Previous work in an academic medical center
• Previous experience working within higher education
• Previous experience with clinical funds and revenue cycle analysis
• Understanding of compliance issues in healthcare environment
• Working knowledge of enterprise-wide relational databases, multi-dimensional cubes, scripting languages,
• SQL server (including SQL Server Analysis Services), and Business Intelligence reporting tools
• Familiarity with a variety of UW and UWP systems and policies (Workday, MyFD, EDW & Financial Cubes)

About the Team

The Division is the third largest in the Department of Medicine, with almost 200 faculty and 40 staff, and highly visible with it’s clinical footprint in the Heart Institute (a strategic priority for the system) as well as a strong research and growing fellowship program.

Compensation, Benefits and Position Details

Pay Range Minimum:

$114,960.00 annual

Pay Range Maximum:

$140,004.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

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 world. In 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 206-543-6450 or [email protected]. 

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.