Senior Administrative Officer - Otolaryngology

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The University of Miami/UHealth Department of Otolaryngology has an exciting opportunity for a full time Sr. Administrative Officer to work in Miami, FL. The Sr. Administrative Officer, Otolaryngology serves as the administrative leader and senior management advisor to the Chair(s) and or other senior leadership within the organization. The Sr. Administrative Officer, Otolaryngology generates, manages, and interprets strategic information; provides financial management and accountability for all Department resources; and provides administrative infrastructure to ensure organizational and department goals are achieved and faculty and staff thrive

COREJOBFUNCTIONS

• Develops,obtainsapprovalfor,anddirectsshortandlong-termstrategicbusinessplansfortheDepartment, while actively serving as the senior financial and administrative manager.

• Preparesbusinessanalyses,andfundingplans,anddevelopsproposals;implementsplansfornewprograms; and designs and executes changes to existing programs.

• Ensures successful completion of these plans and programs. Oversees all operational activity for the departmentincludingdirectingstrategicbusiness,programmatic,policydevelopmentandoperationalplanning in partnership with the Chair and senior department leaders.

• ServesastheadministrativeliaisonforDepartmentprogramsataffiliatesitesandwithinthe division.

• EnsuresadministrativeservicesintheDepartmentarecompliantwithallapplicable policiesandprocedures. Plans and manages all financial areas including all aspects of revenue and expense management.

• Provides administrative direction and coordination of day-to-day functions, including those involving other entities whose work impacts the business of the Department.

• Oversees the administrative management of clinical programs to include analysis of charge capture, reimbursement patterns, management of billing processes/practices, clinical productivity, development, negotiation, and execution of contracts. Understands all grants and contracts funding sources and how they impact Departmental funds flow, faculty effort, etc.

• Manages research space, facilities and resources, equipment, and the disposition thereof Refines and develops an administrative structure that provides the necessary level of support services needed for the Department’s continued success and strategic growth.

• Oversees departmentalhumanresources matters inthe implementation of the variedpolicies andprocedures for faculty, staff, residents/fellows, and other personnel. Partners with Human Resources in the resolution of employee relations issues.

• Ensures departmental employment activities and practices are in compliance with University or Health System. Provides advice and counsel to administrative leaders on personnel decisions and actions, including promotions, salary actions, performance evaluations, training, performance management, and terminations. Ensuring training, evaluation, and performance needs of staff including compliance, HIPAA, and information systems security requirements.

• Oversees aspects of faculty appointment, promotion/tenure, and non-renewal processes within the Department, ensuring adherence to guidelines and timelines.

• ManagesfinancialresourcesfortheDepartmenttoachieveoptimalutilization,includingfinancialplanning, budgeting,andaccountingfunctions.Coordinates,monitors,andmanagesseparatebudgetaryunitsinmultiple entities.

• Promoteshighstandardsandholdsstaffandfacultyaccountableforfinancialmanagementpoliciesinvolving personnel/payroll, purchasing, budget management, and travel.

• theplanning,budgeting,andaccountingfunctionsforoperating,capital,grant,andgiftbudgets;employing appropriate stewardship of available funding streams.

• Leads the process for the allocation of funding of faculty salaries and clinical incentive plans. Assists in the recruitment of diversefaculty, withappropriate expertise tomeet theclinical, educational and research needs of the department.

• Ensures internal control oversight and compliance with laws and regulations, safeguarding of assets, compliancewithUniversitypoliciesandprocedures,reliabilityofinternalandexternalreporting,andefficiency and effectiveness of operations. Creates an effective control environment, conducts risk assessment, and implements and monitors controls.

Thislistofdutiesandresponsibilitiesisnotintendedtobeall-inclusiveandmaybeexpandedtoincludeother duties or responsibilities as necessary.

CORE QUALIFICATIONS

Bachelor’sdegreeinrelevantfieldrequired

Minimum7yearsofrelevantexperience required

Knowledge,SkillsandAbilities:

• Strategic Leadership: Commitment to the University's core values, mission and vision. Understands the strategic vision and major initiatives to lead and influence across departments to achieve goals and drive strategic initiatives.

• OperationalTransformation:Abilitytodriveoperationalefficiency.

• Change Leadership: Ability to lead organizational change initiatives, fostering a culture of innovation and adaptability.

• FinancialStewardship:Ensuresfiscalresponsibility,andoptimizationoffinancialperformance.

• StakeholderEngagement:Engagingandcommunicatingwithkeystakeholders,buildingstrategicpartnerships, and enhancing the university's reputation.

• Innovation:Drivesinnovationbyencouraging/implementinginnovativesolutionsanddrivingcontinuous improvement.

• Communication:Abilitytoinfluenceothers,articulatestrategicvision,andensureclearandpersuasive communication.

DEPARTMENT ADDENDUM

Department Specific Functions

• Strategy and Planning
  In collaboration with the chair and other leaders develops, administers, and communicates strategic and operational plans to support the vision, mission, values and strategic plan of the department and school.Foster a culture of collaboration, innovation and continuous improvement, while encouraging staff to contribute to strategic initiatives and supporting them as they adapt to changing circumstances.

• Operations
  Leads the day-to-day operations and finances of the department to include the timely, accurate, and comprehensive development and implementation of annual financial and space plans. Also, represents Chair and other faculty leaders on school, health system or university work groups and projects, and collaborates with various leadership levels on long term and ad hoc projects.Monitor organizational performance against established goals and plans in a highly complex clinical service and research environment, while managing the work of subordinate directors, managers, and professional staff to achieve results through their efforts.

• Clinical Services
  Partners with UHealth Hospital, clinics and ambulatory team to facilitate the recruitment, on-boarding and retention of Otolaryngology faculty and clinical staff, and champion UHealth priorities and destination service lines, especially with respect to initiatives in process improvement, patient-centered care, efficient clinic operations, quality, and clinical productivity. Work closely with senior leaders responsible for clinical services, quality, and inpatient management to assure high quality care is provided and faculty are effectively utilized and compensated for clinical effort.The Divisions of Audiology and Speech Language Pathology are part of the Department of Otolaryngology.

• Research Administration
  Assesses standardization of processes to improve pre- and post-award research administration across the department, while assuring department compliance with all university and federal award requirements. Additionally, provides executive oversight to divisions and staff and pilot processes to improve funds management and enhance research administrator career tracks, while partnering with vice chairs for basic science and clinical research to assure faculty have the business and administrative support to do their best work.Operate as a subject matter expert in business, management, accounting, budget planning, financial forecasting, and contracts and grants administration. 

• Financial Management
  Ensures that resources are allocated appropriately and ensures that the department’s business planning, operations, and commitments are fiscally prudent and financially transparent. Oversees the annual budget process in collaboration with the Director of Finance, faculty, and administrative leadership and within the context of the School and University process. Establish methodologies to streamline and standardize business processes and ensure the flow of customer value to stakeholders, as well as proactively manage financial risks, implementing strategies to mitigate potential losses and protect the organization's financial stability. Oversee all aspects of financials, revenue cycle activities, and strive towards positive outcome/delivery of annual Chair’s/departmental metrics.

• Information Technology
  Oversees software development team who work with line management and faculty on creation of collaborative tools to support business administration and research and works closely with organizational IT leadership.

• Human Resources and Academic Affairs
  Oversees people management, including executive oversight of staff Human Resources, and Faculty Affairs; providing significant oversight of the faculty compensation plan and annual adjustments as required. Works closely with Office of Academic Affairs, Office of General Counsel, and other advisors on people issues; understands all aspects of faculty and staff labor relations. Creates an organizational climate which supports and values diversity and recognizes the contributions of faculty and staff from diverse backgrounds.

• Space and Facilities Planning
  Provides oversight and direction to the department’s entire space portfolio and provides effective executive oversight of support services and coordinates the operations between the various areas

  /divisions in collaboration with division administrators and chiefs, while assuring compliance with all university policies.

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The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

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