Division Administrator - Hybrid - Medicine - 140878

Payroll Title: ACAD PRG MGT SUPV 2 | Department: MEDICINE / Hematology & Oncology | Appointment Type: Career | Appointment Percent: 100% | Work Schedule: 8 hrs/day, Monday-Friday

About the Role

Under the direction of the Administrative Vice Chair for the Department of Medicine (AdVC) and with oversight from the assigned Division Chiefs, the Division Administrator establishes institutional goals and manages the financial, administrative, and operational functions of the Divisions of Hematology and Cellular Medicine, Medical Oncology, and Genomics and Precision Medicine. This includes oversight of clinical revenue (both technical and professional), research funding, and academic and other funding.

The incumbent is responsible for the comprehensive management, coordination, and operational oversight of these divisions, including the administration of ACGME fellowship programs and clinical operations across UCSD and the United States Department of Veterans Affairs (VA). The incumbent plays a key role in both the short- and long-term development and execution of policies and procedures for fiscal, administrative, and operational management within the divisions.

By working closely with Division Chiefs, Service Chiefs, faculty, and leadership from the medical center, medical group, department, health system, and campus, the incumbent ensures the successful achievement of institutional goals through effective leadership and collaboration. They refine the operational reporting structure to promote a culture of growth and professional development across division staff, regardless of reporting lines. In managing resources efficiently, the incumbent fosters a collaborative, consensus-driven environment.

The incumbent is also accountable for the management of clinical trial contracting, ensuring compliance throughout the process (pre- and post-award), and overseeing clinical service program development, including contract negotiation, implementation, and administration. Additionally, they negotiate and secure resources for program development, such as referral networks, special contracting arrangements, and outreach initiatives.

In addressing academic needs, the incumbent supports faculty recruitment, leads merit and promotion processes, and prepares detailed faculty matrices tracking income, research, clinical, and teaching activities. With a focus on financial stewardship, they manage the complex analysis of revenue and expense reports and prepare annual budgets, forecasting revenue and identifying growth trends to optimize clinic scheduling. They approve all expenses related to service line cost centers and academic and research accounts.

The incumbent also oversees the fellowship program, ensuring recruitment and preparing all documentation for ACGME accreditation. They assist faculty with securing grants, clinical trials, and research contracts while developing robust cost accounting tools. Additionally, the incumbent manages the division’s information technology (IT) needs and collaborates with various committees to further the clinical, academic, and research objectives of the division. In all activities, they adhere to UC policies and procedures to maintain compliance and consistency.

Under the general supervision of the DOM AdVC and Division Chiefs, the incumbent is responsible for overseeing clinical operations, financial management, patient flow, clinical quality, patient satisfaction, regulatory compliance, IT, and the management of space and facilities. The incumbent oversees the quality assurance and quality improvement programs and provides executive leadership with reports on clinical matters, including those related to quality issues. Provides supervision and guidance to research staff. Oversees program administration, program development, and research activities.

Receives assignments in the form of objectives with goals and the process by which to meet goals. Exercises judgment within defined procedures and policies to determine appropriate action. Recommends changes to department policies and practices. Identifies risks and responds accordingly. Provides priority setting and work flow analysis.

Responsibilities

• Establish institutional goals and manage financial, administrative, and operational functions for the Divisions of Hematology and Cellular Medicine, Medical Oncology, and Genomics and Precision Medicine.
• Oversee clinical revenue (technical and professional), research funding, and academic funding.
• Provide comprehensive management and operational oversight of divisions, including ACGME fellowship programs and clinical operations at UCSD and the VA.
• Develop and execute policies and procedures for fiscal, administrative, and operational management.
• Collaborate with Division Chiefs, Service Chiefs, faculty, and leadership to achieve institutional goals.
• Refine operational reporting structures to promote growth and professional development.
• Manage clinical trial contracting and ensure compliance throughout the process (pre- and post-award).
• Oversee clinical service program development, including contract negotiation, implementation, and administration.
• Negotiate and secure resources for program development, such as referral networks and special contracting arrangements.
• Support faculty recruitment, lead merit and promotion processes, and prepare faculty matrices tracking income, research, clinical, and teaching activities.
• Analyze revenue and expense reports, prepare annual budgets, and forecast revenue to optimize clinic scheduling.
• Approve expenses related to service line cost centers, academic, and research accounts.
• Oversee fellowship program recruitment and prepare documentation for ACGME accreditation.
• Assist faculty with securing grants, clinical trials, and research contracts.
• Develop cost accounting tools and manage the division’s IT needs.
• Collaborate with committees to advance clinical, academic, and research objectives.
• Ensure compliance with UC policies and procedures.
• Oversee clinical operations, financial management, patient flow, clinical quality, patient satisfaction, regulatory compliance, IT, and space/facilities management.
• Supervise quality assurance and quality improvement programs and provide reports on clinical matters.
• Provide supervision and guidance to research staff and oversee program administration and development.

Requirements

• Doctorate in a related area OR equivalent experience/education/training.
• Five or more years of relevant experience.
• Demonstrated experience supervising staff and students in an academic or research setting.
• Academic background and experience in a relevant area of research.
• Ability to build relationships, collaborate, and problem-solve both internally and with external organizations.
• Demonstrated knowledge of program development as well as grant proposal development and administration.
• Demonstrated leadership skills including effective communication, negotiation, coaching, and conflict resolution.
• Advanced oral and written communication skills with the ability to communicate effectively with diverse stakeholders.
• Knowledge of human resources management practices and policies.
• Knowledge of financial principles and budget practices.
• Demonstrated knowledge of university, state, and federal policies that influence higher education.

Special Conditions

Job offer is contingent upon satisfactory clearance based on Background Check results.

Pay

Hiring Pay Scale: $108,100 - $165,000 / Year

Annual Full Pay Range: $111,300 - $211,100 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $53.30 - $101.10

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs.