Associate Administrator - Allergy & Infectious Disease

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Department of Medicine: Allergy and Infectious Diseases has an outstanding opportunity for Associate Administrator.
The Department of Medicine/Division of Allergy and Infectious Diseases (AID) has an outstanding opportunity for an Associate Administrator. The purpose of this position is to oversee the allergy program, division operations and clinical revenue and operations management for the Division of AID. This position reports to the Administrator for the Division of Allergy and ID and works closely with leadership, faculty, and staff leadership in the Division, Department of Medicine, School of Medicine, UW Campus, UW Medicine and its affiliate, in an effort to build and maintain efficient and effective research processes that are vital to our mission. The position has independent authority to develop policies and procedures and implement systems to manage financial information and metrics for the Division.
The position is required to use independent judgment, strong leadership skills, and knowledge of academic healthcare business operations to effectively facilitate work flow and promote a collaborative work environment. This position will maintain dynamic communication with Division Head, Administrator, faculty and staff, as well as internal and external partners. This position participates in strategic and financial planning committees.
The Division of Allergy and Infectious Diseases is one of the largest Divisions in the Department of Medicine, with 125 faculty, and over 225 staff, and approximately $70M annual budget. The Associate Administrator is responsible for providing leadership and direction to division operations, clinical revenue and productivity coordination, and management of the allergy program within the Division of Allergy and Infectious, Department of Medicine and the University as a whole.
RESPONSIBILITIES:
Allergy Program Administrator (40%)
The Associate Administrator is responsible for the administrative functions, financial management/planning and operational affairs of the Allergy Section within the Division of Allergy and Infectious Diseases

The Associate Administrator will provide senior leadership vision, mission and strategic initiatives and developing appropriate goals and objectives to advance the Allergy program within the Division.

Establish strong working relationships with the faculty, staff, Division Head, and Section Heads, meeting with allergy faculty to assess needs and bring issues to leadership.

Lead an environment of innovation and change for the Allergy Program and the division as a whole.

Participate in Allergy Program strategic planning, including participation on finance, audit, and compliance committees.

Assess and implement long-range financial needs, opportunities and weaknesses to align with the overall mission of the Division and Allergy Program.

Will have a leadership role in the DOM representing the Division, the finances, change management and strategic goals.

Work collaboratively with the Academic HR Manager to recruit and retain top-level faculty, providing Division-level oversight and support for the academic affairs program, including new appointments, continuing appointments, and promotions

Strategize with allergy leadership on program structure and staffing. Assist as needed with implementing appropriate staffing structure to ensure research and program operating needs are met

Serve as division representative in departmental, school and university-wide meetings

Clinical Revenue Coordination (35%)

Manage Clinical FTE reporting and tracking, productivity reviews, and in conjunction with division administrator.

Conduct analyses and build clinical activity projections for annual clinical budgeting.

Oversee hospital-funded FTE including teaching associate positions and faculty FTE; manage related requests for data, funding information for salary planning, funding requests, etc.

Conduct analysis of clinical shortfall and ramp-up costs related to new hires.

Conduct productivity reviews in conjunction with revenue cycle manager; prepare related reports and recommendations for division leadership.

Conduct clinical revenue analysis, including forecasting, modeling for new and existing programs, drafting SBARs, etc.

Provide comprehensive, as well as targeted and specific, financial analyses and reporting for decision-making.

Work with Department of Medicine and UWP on revenue cycle activities for the division to address operational problems that impact on financial outcomes.

Work with division head and clinical section head to evaluate clinical trends that impact on divisional activities; oversee collection of data, communicate emerging trends and divisional opportunities and plans to faculty and staff.

Work with division head and administrator to evaluate new clinical opportunities.

Oversee departmental professional billing and the revenue cycle in collaboration with UWP practice plans and medical centers’ executive leadership (HMC, UWMC-Montlake, UWMC-NW and VA).

Develop policies and processes to assure that all clinical services and procedures are billed accurately and in a timely manner, and that collections are pursued promptly and accurately. Analyze charge capture, denial reasons, and reimbursement patterns, and recommend process improvements.

Develop guidelines and provide feedback and education to physicians, residents, fellows and staff on billing processes and billing practices to ensure compliance with Federal, State, CUMG & UWP policies.

Develop, review and monitor physician productivity reports. Evaluate and oversee preparation of reports for Division Head, Clinical Section Head and Administrator. Analyze and recommend action concerning clinical productivity and physician billing activities.

Review clinical productivity with Clinic Directors

Coordinate with Revenue Cycle Manager to assure billing information and coding is correct to provide appropriate reimbursement for physician and facility/technical services

Assist in design of management reporting systems to facilitate the Division and Section Heads’ ability to monitor the clinical enterprise.

Division Operations (25%)

Collaborate with Division head and administrator in planning and developing divisions’ programmatic activities. Identify the needs of the Division and propose solutions. Areas of need include: clinical revenue, space, human resource management, fellowship programs, faculty and staff need, research growth and non-sponsored research funding.

Create and present innovative and flexible approaches to business practices as it relates to the management of rapid change in the Division

Provide leadership to division staff and faculty in the areas of human resources and operations

Establish strong working relationships with process partners within the university, other divisions in the department, and the department, enabling effective communications and workflow

Oversee and supervise all division HR and payroll staff

Ability to navigate institutional policies and procedures, including but not limited to Finance, Grant and Contracts, HR, funds flow, methods of agreement, etc.

Facilitate creation of business plans (SBARs) for new programs; work with division teams to implement new process flows as the programs grow

Ensure general administrative functions necessary to division’s day-to-day and cyclic operations are completed in a timely, accurate and complete manner.

Review all non-sponsored research contracts, to include but not limited to, testing service agreements, clinical contracts and isolate transfer agreements. Assess contract budgets to ensure funding is adequate for scope of work. Work with Contract Manager to resolve contract term issues. Bring contract issues to leadership.

Management of space includes oversight of remodeling projects including development of design, implementation, relocation and coordination of the project. Design and develop a functional space plan for the division and coordinate the support services necessary to ensure the operation of the division’s facilities.

In the absence of the Division Administrator serve as back up to Division Administrator

Other Duties

Provide backup for approvals, Workday security access, DOM IT approvals for outpost, SAGE approvals for grants and contracts.

Performs other duties as directed by the division administrator or division head

MINIMUM REQUIREMENTS:
Bachelor’s Degree in Business, Healthcare or related field and 5 years’ related experience
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS:

Demonstrated dedication to equity, diversity and inclusion

Demonstrated excellent written/oral communication skills, user liaison skills, and personal interaction abilities.

Experience juggling multiple work assignments that range in duration and time sensitivity, with frequent interruptions and emerging priorities. Must be well organized, detailed oriented and have excellent follow through.

Demonstrated experience in working on diverse groups and teams: respects, values, and contributes to diversity, inclusion and equity. Ability to work with diverse populations with tact, diplomacy, discretion, and sensitivity.

Experience using software to perform advanced financial analyses

Previous supervisory experience

DESIRED:

Master’s degree in business administration, public administration, healthcare administration, or related field or equivalent experience.

Experience in a medical school, research institute or university settings.

Experience in clinical revenue administration and compliance

Application Process:
The application process for UW positions 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.