Job Information
University of Washington Vice Chair of Finance & Administration: Otolaryngology - Head and Neck Surgery in Seattle, Washington
Req #: 233572
Department: Otolaryngology
Posting Date: 04/22/2024
Closing Info: Open Until Filled
Salary: $14,584-$17,500 per month
Shift: First Shift
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_a11y.pdf)
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
The University of Washington Department of Otolaryngology – Head and Neck Surgery (HNS) (https://otolaryngology.uw.edu/) seeks a new Vice Chair of Finance & Administration (VCFA). The Department of Otolaryngology–HNS at the University of Washington is one of 32 departments in the School of Medicine. The Department has 51 clinical and research faculty members, 26 residents, 8 Postdoctoral Scholars and ACGME Fellows, 25 staff members, and 70 affiliated clinical faculty members. UW APM has an annual revenue of more than $22 million and current annual research direct funding from both government and private sources is approximately $5.4 million.
The UW Department of Otolaryngology - HNS is a team of doctors, researchers, and supporting staff dedicated to the care of our patients and the advancement of our practice. It is our mission to provide excellence and leadership in all aspects of otolaryngology – head and neck surgery. Our primary focus is to train the next generation of otolaryngologists, pursue meaningful research within our field, and provide the most compassionate and beneficial care possible to our patients. We are the preeminent resource for care and consultation in the region and promote the field on national and international stages. As a department, we value and respect the talents, skills, and perspective each department member contributes towards reaching our collective goals.
Mission,Vision,and Values (https://otolaryngology.uw.edu/mission-vision-and-values) The Department of Otolaryngology - HNS is at its best with broad diversity in race, ethnicity, gender and generational representation across faculty, trainees, and staff. Diverse ideas and perspectives are encouraged and heard. These strengths are incorporated into our policies and strategic initiatives and all that we do.
Our Values: Empathy, Diversity, Integrity, Respect, Honesty, Cohesiveness, Equity, Excellence, Leadership, Teamwork, and Innovation
POSITION PURPOSE 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 areas of: Financial Management and Development Activities, Operations Management, Practice Plan Management, Compliance and Risk Management, Research Management, Information Management, Human Resource Management, Facilities Management and Educational Program(s) Management. He/she/they acts in an advisory capacity to the Chair and various Department committees, providing financial guidance, background information, and management advice. In addition, the Vice Chair is the Department's primary working-level interface with the Dean's Office, the Practice Plans, and other departments in the University regarding administrative issues.
DUTIES AND RESPONSIBILITIES Financial Management and Development Activities 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.
Interacts with faculty and staff to facilitate the department’s ability to achieve clinical, scientific, and educational goals.
Interprets policies and regulations concerning the department’s financial activities; ensures compliance with the University’s policies and procedures as well as guidelines from the federal government, state, and other research project sponsors.
Develops and implements of internal financial system controls to ensure integrity of all financial transactions in accordance with applicable jurisdictions.
Maintains a working knowledge of the department’s financial operations, funding sources, policies, and procedures. Operations Management 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.
Coordinates a variety of general administrative activities necessary to the department’s day-to-day operations.
Understands and integrates the cyclic operational responsibilities of the UW/SoM/Practice Plans into department planning, policies, and procedures.
Understands and implements change management processes that include not only organizational dynamics, but also the policies and procedures of approving offices or agencies.
Negotiates or builds new relationships, partnerships, or coalitions to advance the department’s vision or mission. Practice Plan Management Manages the practice plans(s) of the department to include the member appointment process, budget process, revenue cycle, funds flow projections, pro forma accounting, the incentive plan, and compliance requirements.
Forecasts, plans, and reports practice plan revenue/expenses and develops budget models to guide faculty or the practice.
Maintains revenue cycle management, including on the evolving coding, documentation, billing and reimbursement developments. Serve as a primary point person catalyst to the Practice Plans to stay on top of developments.
Assists in interpreting and integrating current practice plan compliance directives and policies to ensure that billing faculty are in compliance. Compliance and Risk Management 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.
Interprets and integrates 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.
Ensures that all spaces, rooms, laboratories have appropriate security measures in place to safeguard information, physical resources, and staff. Research Management 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.
Designs and implements administrative procedures for grant and contract administration.
Interprets and integrates federal, state, industry, and private policies, laws, contracts and agreements regarding research activities at the UW.
Assists faculty in the identification of research sponsorship, pre-submission activities, IRB and animal research requirements, supporting documents and verification's, and submission of grant and contract proposals.
Reviews and approves all department grant and contract applications. Information Management Manage the information requirements of the department, to include academic, business, educational and research information needs, incorporating and utilizing the existing Information Technology architecture.
Coordinates and manages the department web site and links including all aspects of department functions: clinical sites of practice, service line and outreach activities, research enterprises, faculty biosketches and publications, training programs, and the residency program.
Develops 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.
Coordinates and participates in public relations and/or fundraising events including donor relations and represents the department at University and external functions; collaborates with SoM Development for fundraising events and issues.
Ensures a viable and secure Information Technology architecture is in place, and educates faculty and staff to the importance of and compliance with a configuration management plan and policy. Human Resource Management 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.Key human resource (HR) management skills for the SoM Department Vice Chair are:
Interprets and integrates federal, state, UW, SoM, and other local laws and agreements into department policies and procedures.
Develops and/or utilizes HR measurement/monitoring systems.
Responds to and assists in needs/requirements for faculty and staff training and coaching.
Negotiates faculty/staff relations to represent viewpoints and positions fairly. Facilities Management Manage facilities to ensure effective, efficient, and safe operations and preservation of resources.
Reviews, develops, and assigns space to staff and faculty, including research lab areas and offices; coordinates moves and/or relocations of offices, laboratories, and personnel.
Develops written material for long-range space planning including major renovation projects; collaborates with the Chair and working with the Dean’s Office when appropriate, to develop business plans and proposals to support requests for additional space.
Interprets and integrates federal, state, UW, and other laws and policies relating to safeguarding of facilities and capital resources.
Builds and maintains 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. Educational Program(s) Management Support program director(s) and faculty in management of educational program(s).
Supports Program Directors (Residency, Medical Student, Fellowship, Graduate, Undergraduate, etc.) and faculty leaders in the management of educational programs.
Interprets and integrates federal, state, UW, SoM, ACGME, ECFMG, RRC, professional society, and other local laws and agreements into departmental policies and procedures.
Supports periodic program reviews for accreditation/certification and training grant renewals.
Facilitates support of accredited and non-accredited Continuing Medical Education programs in the community MINIMUM REQUIREMENTS This position requires a minimum of 5 years of experience and a Master’s degree in Business Administration (MBA), Health Care Administration, Public Health, or related field. 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.
Demonstrated experience in business planning, financial analysis, and/or strategic planning.
Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
Process Improvement Mindset Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.