Director, Business Operations (Division Administrator)

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Job Description

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Job Title: Director, Business Operations (Division Administrator)

Division: Medicine

Work Arrangement: Hybrid

Location: Houston, TX

Salary Range: $146,215 - $155,000

FLSA Status: Exempt

Work Schedule: Monday - Friday, 8 a.m. - 5 p.m.

Summary

The Director of Business Operations is responsible for the Division of General Internal Medicine and the Division of Geriatrics and Palliative Care. Combined, these divisions have over 350 faculty and staff and an operating budget of approximately $85M. This position is responsible for the overall operations of the Division, which includes financial management, research operations, support services, facilities, purchasing, information systems, medical staff privileging and credentialing, regulatory affairs, provider contracts, compliance, human resources, academic affairs and marketing. This position reports to the Administrator of the Department of Medicine and will have a matrix reporting relationship with the Division Chiefs.

The Director collaborates with department leadership, providing financial guidance, background information, and management advice and providing counsel to faculty and staff concerning administrative processes associated with clinic operations, finance, and research activities. The Director is responsible for the financial analysis and programmatic oversight for the clinical practice, management of the research enterprise, and support of the training programs. The Director has a high degree of authority and, in partnership with the Department Administrator, directs strategic business, program and policy development and operational planning for the Division. The Director also serves as the administrative liaison with Division programs with the Department of Medicine and Baylor College of Medicine regarding administrative issues.

Successful candidates will have budget, accounting, and supervisory skills. Extensive experience in financial management and a working knowledge of academic physician practice preferred. Outstanding organizational, analytical, and interpersonal skills required and the ability to function within a complex environment comprised of a wide range of individuals both within and outside the institution.

This position may be eligible for an annual performance-based bonus.

Job Duties

• Prepares business analyses, proposals, implementation plans for new programs, and the design and implementation of changes to existing programs. The Director works collaboratively with the hospital and affiliate partners and the Faculty Group Practice to guide the growth and development of both new and existing clinical programs, which relate to all areas of patient care and sub-specialty care including inpatient service, outpatient service and Tele Medicine.
• The Director identifies keys areas of growth based on emerging trends, expansion opportunities and competitive advantages. The Director works closely with department leadership to establish long-range strategic goals for the division and develops plans and timetables for execution of those goals.
• Supervises the fiscal management of financial resources (e.g., state funds, grants and contracts, and gift accounts) for the Divisions, including financial planning, budgeting and accounting functions. Has decision-making authority and must exercise independent judgment to facilitate the optimal use of division resources.
• Establishes the divisional financial management policies, coordinates the preparation of regular financial reporting which is provided to the Administrator and Principal Investigators. Ensures compliance with the policies and procedures of the College, Department, and those of federal and other funding agencies.
• Designs, implements and ensures currency of procedures and documentation to assure fiscal compliance with College, State and Federal guidelines and laws involving personnel/payroll, purchasing, budget management and travel.
• Establishes budgets, process personnel and non-personnel transactions and reconcile financial records each month. Provides the oversight, management and monitoring functions for the Division operating budgets, grant and gift budgets, applying appropriate stewardship of available funding streams. Manages these budgets to assure compliance with the complex Department, College, State and Federal requirements.
• Monitors cash balances as well as verifying the accuracy of Accounts Receivable (AR). Ensuring timely receipts of all invoices (AR). Ensures all reporting deadlines are met. Reviews monthly payroll reports for consistency with individual effort and funding. Ensures timely submission of effort and activity reports.
• Collaborates with the grants management team to monitor timely grant submissions and renewals, post award financial planning and reporting, and reporting of clinical trial accrual by faculty member.
• Works collaboratively with the Department's Clinical Practice Director, medical directors, and practice managers to oversee faculty practice site operations with respect to monitoring of scheduling templates/volumes, improve and maintain patient satisfaction scores and organization metrics.
• Ensures clinical providers and staff meet compliance and regulatory requirements. Coordinates renewal and goal reporting on faculty Professional Services Agreement with the hospital.

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• Facilitates the annual faculty evaluation and contracting processes, along with compensation planning and calculations.
• Manages division support staff. Prepares and coordinates all personnel actions (posting vacant positions, hiring new staff, position descriptions). Coordinates annual personnel evaluation process, meeting all institutional deadlines.
• Provides advice and counsel regarding personnel decisions. Initiate, review, and recommend personnel actions including promotions, salary actions, employee performance evaluations, training and terminations for staff personnel and be responsible for all Faculty and Staff HR and payroll activities.
• Assists department leadership with the development and communication of divisional policies and procedures.
• Assists department education staff with Division residency and fellow program including rotation schedule and evaluations. Ensures all ACGME protocols are followed.
• Performs other job-related duties as assigned.

Minimum Qualifications

• Bachelor's degree.
• Eleven years of directly related experience with four years of supervisory experience.

Preferred Qualifications and Skills

• Master's degree and seven years of directly related experience with four years of supervisory experience will also be considered.
• Must have budget, accounting, and supervisory skills.
• Extensive experience in financial management and a working knowledge of academic physician practice preferred.
• Outstanding organizational, analytical, and interpersonal skills required and the ability to function within a complex environment comprised of a wide range of individuals both within and outside the institution.
• Ability to partner effectively with senior leaders, communicate with clarity and confidence, and translate complex information into actionable recommendations. Demonstrates sound judgment, composure under pressure, and strong stakeholder influence across diverse teams.

Work Authorization Requirement:

This position is not eligible for visa sponsorship. Candidates must be legally authorized to work in the United States at the time of application and throughout the duration of employment.

Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.

Requisition ID: 25087

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