Dir Division Administration

Summary

Responsible for working as the administrative and business partner of the Division Chief. Provides administrative leadership for faculty practice clinical, restricted funds and endowments, and research operations. Oversees and directs overall divisional business planning and financial management, ensuring the accomplishment of divisional goals and objectives.

Responsibilities

• Faculty Practice Administration: Advise the Division Chief of relevant issues and governance, including operational problems/policies and faculty issues. Provide support to the Chief, including offering resolutions and recommending changes, drafting responses to requests for information, and representing the Chief in discussions with faculty or departmental meetings. Includes developing and supporting faculty, enhancing social engagement as well as academic achievements. Facilitate rapid recruitment processes and support transparency in analytics and documentation.

• Oversees administrative aspects of faculty recruitment including requests to recruit, enhance diversity, aligning financial support, and timely execution of offers to candidates. Assures faculty are on-boarded effectively within their subspecialty program with requisite licensures and credentialing obtained. Works closely with the Manager of Faculty Affairs to align and maintain faculty academic plans. Drive faculty engagement by working with faculty and meeting with senior faculty leaders on an as-needed basis to develop programs, enhance mentoring, explain incentives, effort, productivity, salary allocation, increase requests, compliance issues, etc. Oversee the provision of data to individual faculty and managers, including volume statistics, billing statistics, incentives, productivity measures, research funding, research proposals submitted, and publications. Administer the faculty compensation and incentive plans and programs with attention to equity and transparency. Continue to evaluate faculty compensation models to align with Divisional priorities.

• Budget/Fiscal/Revenue Cycle Management: Collaborate with the Chief to plan, strategize, and develop policies and procedures to maximize the organizational and financial position of the Division. Direct and manage Divisional finances (clinical and research) and revenue cycle operations: Oversee creation and implementation of clinical and research budgets, control and monitoring of budgets; understand and report on budget variances, including operational drivers and external impacts. Review, analyze, summarize, and interpret financial data. Oversee preparation of analyses and reports that detail the Division’s financial position. Develop annual reports, financial spreadsheets, and other required reports of the clinical and research missions as well as gifts, endowments, and restricted funds. Oversee management of malpractice insurance accuracy. Submit quarterly clinical incentives for qualifying clinical faculty.

• Clinical Operations: Interpret Departmental policies, objectives, and procedures to guide administrative and managerial staff in the division at all sites to adhere to best practices. Interact with administrative Directors in other departments, to collaborate on daily operations as needed and new initiatives to ensure optimization of provider experience and workflow. Oversee initiatives pertaining to physician and clinic schedule utilization and management to enhance access to all patients, providing assistance as needed for underprivileged patients. Provide guidance and assistance to optimize patient flow, utilization, and space design for clinical practices. Working with the Department operations team, resolve problems related to the utilization of facilities, equipment, and supplies, including space allocation; respond to requests for clinic facility improvements including construction, renovation, and purchase of equipment. Monitor practice activities to ensure the cost-effectiveness of operations and high-quality health care for patients of all backgrounds and all accepted insurance providers. Assist with developing and marketing new products and services. Interact with perioperative leadership to enhance quality and resolve inefficiencies.

• Human Resources/Personnel: Oversee personnel administration including staffing, compensation, and compliance with CPUP, Hospital, University, School, and Departmental policies. Interpret human resources institutional and departmental policies for faculty and staff; provides guidance to managers with staffing issues, including disciplinary action. Responsible for general human resources oversight; provide guidance and direction to managers on posting, recruiting, advertising, hiring, job offers, salary scales, selection, and placement to optimize the fair and just recruitment of candidates of all racial, ethnic, and gender identity backgrounds. Collaborate with the DOM Operations team with interviewing, selection, employment, development, discipline, evaluation, and management of administrative managers working with Medical Directors and staff leads.

• Research Oversight: Coordinate with GIM University Business Administrator (BA), particularly with regard to the management of research business staff, research space management, grants management, and management of unfunded research. In partnership with BA, oversee clinical research finances, and assist with clinical research space management.

• Other: Maintain professional affiliations and enhance professional development to keep pace with healthcare trends, including the MGMA and APA. Maintain the strictest confidentiality.

Education or Equivalent Experience

Bachelor of Arts or Science Degree ((Required); in Business Administration, Public Health, Healthcare Administration, Management, or equivalent preferred. Master of Arts or Science (Preferred)

Skills & Abilities

• Skill in exercising initiative, judgment, problem-solving, and decision-making.
• Skill in developing and maintaining effective relationships with staff, internal Penn partners, clients, regulators, public.
• Ability to organize work to achieve goals and objectives.
• Ability to analyze and interpret complex data.
• Ability to research and prepare comprehensive reports.
• Ability to monitor quality control standards.
• Ability to communicate clearly.