Vice Chair of Finance and Administration - Department of Rehabilitation Medicine

Job Description

The Department of Rehabilitation Medicine has an outstanding opportunity for a Vice Chair of Finance & Administration to join their team. The Department of Rehabilitation Medicine, a complex academic and clinical department in the School of Medicine, is looking for an outstanding leader as its Vice Chair of Finance and Administration. The department has an annual budget of $50 million including over $18 million in clinical revenue across multiple clinical divisions, and over $15 million in grants from various funding sources including NIH, NIDILRR, DOD and foundations. It is ranked in the top ten in NIH funding for all rehab departments in the US.

The Department provides exceptional patient care at multiple clinical locations throughout the Seattle metropolitan area in adult and pediatric general rehabilitation, rehabilitation psychology, SCI, TBI, Multiple Sclerosis, limb loss, stroke rehabilitation, spine and sports medicine, neuromuscular diseases, etc. with over 750 inpatient admissions per year.

The Department has 4 graduate degree programs including the Doctorate of Physical Therapy, Master of Occupational Therapy, Master of Prosthetics and Orthotics and a PhD in Rehabilitation Science with a total enrollment of nearly 250 students. In addition, we have a top ranked Physical Medicine and Rehabilitation residency program with 30 residents and 15 clinical and research fellowships for MDs and PhDs. There are more than 170 faculty and nearly 138 administrative and research staff. The University of Washington Medical Center, Rehabilitation Medicine is ranked in the top 12 by US News and World Report.

General Description

The Vice Chair reports to the Department Chair and School's 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 Department's 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 following areas of management:
• Financial and Development Activities
• Practice Plan & Clinical Operations
• General Operations & Communications
• Compliance and Risk
• Research Administration
• Human Resources
• Facilities
• Educational Programs
• This individual acts in an advisory capacity to the Chair, Vice Chairs (Executive Council), and various Department committees, providing financial guidance, background information, and management advice
• In 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

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
• Interacting with faculty and staff to facilitate the department's ability to achieve clinical, scientific, and educational goals
• Interpreting policies and regulations concerning the department's financial activities; ensuring compliance with the University's policies and procedures as well as guidelines from the federal government, state, and other research project sponsors
• Development and implementation of internal financial system controls to ensure integrity of all financial transactions in accordance with applicable jurisdictions
• Maintaining a working knowledge of the department's financial operations, funding sources, policies, and procedures

Practice Plan Management & Clinical Operations Management (15%)

• Manages the UWP & CUMG practice plans to include the member appointment process, budget process, revenue cycle, funds flow projections, pro forma development, four separate incentive plans and compliance requirements
• Forecasts, plans, and reports practice plan revenue and expenses and develops budget models to guide faculty or the practice
• Maintains revenue cycle management, including the evolving coding, documentation, billing and reimbursement developments
• Serve as a primary point of contact to Practice Plan managers and compliance partners
• Assists in interpreting and integrating current practice plan compliance directives and policies to ensure that billing faculty are in compliance
• Partner with Vice Chair for Clinical Affairs in providing administrative leadership and strategic input on the department's growing clinical portfolio, ensuring efficient operations, access, and alignment with UW Medicine leadership priorities
• Partner with clinical leaders and hospital partners to execute the department's clinical strategy, capacity planning, and provider FTE deployment
• Monitor provider productivity, session counts, and wRVU trends; implement operational adjustments to maintain alignment with benchmarks
• Negotiate FTE growth, integration of new sites, and service expansions with hospital partners

Educational Program Management (15%)

• Support program director(s) and faculty in management of educational program(s)
• Support Academic Division Heads and Program Directors (Residency, Medical Student, Fellowship, Graduate, Undergraduate, etc.) and faculty leaders in the management of educational programs
• Interpret and integrate federal, state, UW, SoM, ACGME, ECFMG, RRC, professional society, and other local laws and agreements into departmental policies and procedures
• Support periodic program reviews for accreditation/certification
• Facilitate support of accredited and non-accredited Continuing Medical Education programs in the community

Operations Management (10%)

• 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
• Coordinating a variety of general administrative activities necessary to the department's day-to-day operations
• Understanding and implementing change management processes that include not only organizational dynamics, but also the policies and procedures of approving offices or agencies
• Negotiating or building new relationships, partnerships, or coalitions to advance the department's vision or mission

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
• Design and implement administrative procedures for grant and contract administration
• Interpret and integrate federal, state, industry, and private policies, laws, contracts and agreements regarding research activities at the UW
• Assist 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
• Serve as backup in reviewing and approving all department grant and contract applications

Information Management (10%)

• Manage the information requirements of the department, to include academic, business, educational and research information needs; incorporating and utilizing the existing Information Technology architecture
• Manage up to 2 Communications staff members; facilitate changes and updates to the department web site and links including all aspects of department functions
• Develop and contribute 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
• Coordinate and participate in public relations and/or fundraising events including donor relations and representing the department at University and external functions; collaborating with SoM Development for fundraising events and issues
• Ensure a viable and secure Information Technology architecture is in place, and educating faculty and staff to the importance of and compliance with a configuration management plan and policy

Human Resource Management (10%)

• 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
• Interpret and integrate federal, state, UW, SoM, and other local laws and agreements into department policies and procedures
• Develop and/or utilize HR measurement/monitoring systems
• Respond to and assist in needs/requirements for faculty and staff training and coaching
• Negotiate faculty/staff relations to represent viewpoints and positions fairly

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

• Interpreting and integrating 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

• Ensuring that all spaces, rooms, laboratories have appropriate security measures in place to safeguard information, physical resources, and staff

• Facilities Management (5%)

• Manage facilities to ensure effective, efficient, and safe operations and preservation of resources

• Review, develop, and assign space to staff and faculty, including research lab areas and offices; coordinating moves and/or relocations of offices, laboratories, and personnel

• Develop written material for long-range space planning including major renovation projects; collaborate with the Chair and working with the Dean's Office when appropriate, to develop business plans and proposals to support requests for additional space

• Interpret and integrate federal, state, UW, and other laws and policies relating to safeguarding of facilities and capital resources

• Build and maintain 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

MINIMUM REQUIREMENTS

This position requires a minimum of 5 years experience and a master's degree in business administration (MBA), Health Care Administration, Public Health, or related field.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

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. Demonated experience in business planning, financial analysis, and/or strategic planning. Demonated ability to maintain harmonious