Vice Chair of Finance and Administration - Department of Rehabilitation Medicine

General 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.

Financial 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.
• Interact with faculty and staff to facilitate the department’s ability to achieve clinical, scientific, and educational goals.
• Interpret policies and regulations concerning the department’s financial activities; ensure compliance with the University’s policies and procedures as well as guidelines from the federal government, state, and other research project sponsors.
• Maintain a working knowledge of the department’s financial operations, funding sources, policies, and procedures.

Practice Plan & Clinical Operations

• Manage 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.
• Forecast, plan, and report practice plan revenue and expenses and develop budget models to guide faculty or the practice.
• Maintain 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.
• Absorb and integrate 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

• 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

• 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.
• Understand and implement change management processes that include not only organizational dynamics, but also the policies and procedures of approving offices or agencies.
• Negotiate or build new relationships, partnerships, or coalitions to advance the department’s vision or mission.

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.
• 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.
• Aid 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

• 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.
• Cook up and coordinate participation 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 educate 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.
• 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

• Promote compliance and manage 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.
• Interpret and integrate 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.
• Ensure that all spaces, rooms, laboratories have appropriate security measures in place to safeguard information, physical resources, and staff.

Facilities Management

• 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

• 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.
• 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.