Department Administrator/Coo Jobs

• End Date if Temporary:
• Job Type: Officer of Administration
• Hours Per Week: 35
• Regular/Temporary: Regular
• Salary Range: $185,000 - $210,000

Position Summary

Reporting to the Chair of the Department and Vice Chairs, and the Vice Dean for Administration, the Department Administrator/COO is responsible for planning and organizing the Department of Dermatology's financial affairs and administering its clinical, educational and research programs.

Responsibilities

In conjunction with the Chair or Vice Chairs, the DA/COO sets departmental goals and objectives as well as manages its relationship with the Vagelos College of Physicians & Surgeons (P&S), the Columbia University Irving Medical Center (CUIMC), New York Presbyterian Hospital, (NYP) and other affiliated organizations. Responsible for directing the department's financial planning and accounting practices, maintaining financial management reporting and control systems, monitoring departmental expenditures, overseeing compliance with the policies, procedures and regulations of the University/affiliated organizations/external agencies and assuring an efficient, high-functioning infrastructure to support strategic decisions, the Department's clinical, educational and research missions.

Financial Management:

• Negotiate with external entities to maximize financial resources.
• Meet fiduciary responsibility for financial controls and comply with all audit requirements.
• Develop business plans for new and proposed programs; implement marketing plans.
• Monitor, report and explain variances to approved budget; address variances and present alternatives for achieving goals.
• Manage revenue/expense reporting and control systems, report generation, forecasting models, and reconciliation procedures for departmental accounts as well as accounts of other entities, e.g., NYP and PI.
• Manage the department's finance and accounting practices, as well as its financial relationships with the Vagelos College of Physicians & Surgeons (P&S), Columbia University Irving Medical Center (CUIMC), Columbia University (CU), NYP and other affiliations.
• Assure that the department budget is submitted in a timely manner and in compliance with P&S guidelines.

Clinical Management:

• In partnership with the FPO evaluate managed care opportunities, negotiate and manage third party, managed care, Medical Service Agreements (MSA’s) and capitated contracts.
• Oversee the professional revenue cycle including charge capture, accounts receivable management, billing compliance and other related activities.
• In partnership with the Faculty Practice Organization (FPO), manage the clinical operations of the Department, including the faculty practice plan and accounts payable and receivable at all practice sites.
• Collaborate with P&S administration regarding the negotiation and management of contractual arrangements with NYP and other outside entities.
• Oversee the physician credentialing activities to assure appropriate health plan and third-party payer participation.
• On a regular basis, prepare management reports that monitor all aspects of the faculty practice, e.g., billing, collection, productivity etc., which will enable the department to minimize expenses and maximize revenue.
• Manage clinical practice plan finances, including authorization of interdepartmental transfers.

Dermatopathology Management:

• Oversee the human resource management of the division.
• Oversee procurement of laboratory and administrative equipment and supplies.
• Oversee the resolution of facilities and infrastructure issues.
• Works with the division administrative staff to identify growth potential and fosters strong interpersonal relationships with the laboratory’s contributing physicians.
• Collaborates with the division administrative staff to meet the IT needs of the division.
• Oversee capital construction and space planning.
• Oversee the division finances.
• Oversee activities of the division and administrative staff.

Research Management:

• Support and monitor research-related financial activities to assure compliance with CU, P&S, and funding agency regulations; prepare reports as required.
• Monitor and analyze grant budgets and notify principal investigators of the need to reallocate projected expenses; assure any overdrafts are promptly corrected.
• Prepare budgets for grant and contract applications; assist researchers with financial.
• Provide oversight and administrative direction for all grant management activity and clinical research compliance within the department.
• Oversee compliance with all funding agencies and the IRB to assure that all required information is maintained and reported on a regular basis while identifying, analyzing and correcting any discrepancies.
• Work with CUIMC Research Administration as needed to achieve goals.

Education Management:

• Manage the administrative operations of department-specific educational programs such as Grand Rounds, CME programs, etc.
• Oversee management of all student, fellow, and residency related activities.
• Oversee the administrative operations of undergraduate and graduate medical education.
• Provide guidance and education to faculty and staff concerning financial and administrative operations of an academic department; assure that all faculty and staff participate in required compliance training.
• Negotiate with NYP concerning clinical fellowship programs.

Human Resources Management:

• Assure that annual staff performance evaluations are conducted in a timely fashion and that job descriptions are accurate and up-to-date.
• Assure adherence to CUIMC, and Medical School human resource policies and regulations.
• Participate in the faculty recruitment process providing input relating to the negotiation of recruitment packages, space etc.
• Utilize compensation strategies which comply with and further the overall mission of CU, P&S and the department.
• Oversee central administrative staff and manage departmental human resource functions such as, recruitment/appointment of faculty and staff, orientation, payroll, A & P processes and other related functions.
• After consultation with the Chair or Vice Chairs, determine the appropriate organizational structure and mix of staff to maximize departmental operations and minimize expenses.

Facilities and Information Technology Management:

• Responsible for the departmental space and equipment inventories.
• Coordinate with CUMC facilities management on departmental renovation and construction projects.
• After consultation with the Chair or Vice Chairs, develop and monitor a capital plan incorporating short and long-term capital needs of the department.
• Manage facilities and space for the Department, collaborating with CUMC facilities and space management staff.

After consultation with the Chair or Vice Chairs, develop and implement department information technology plan and policies.

Compliance Management:

• Assure compliance with CU, CUIMC, P&S, NYP, union, and governmental policies, procedures, and regulations related to financial affairs, physician billing at all practice sites, grants and contracts, practice enhancement, and philanthropy matters.
• Cooperate with all audit requirements and implement all audit recommendations in a timely manner.

Development/Strategic Planning:

• Periodically review administrative structure of the department to assure the structure meets the strategic and operational goals of the department; create and implement revised structures as necessary and appropriate.
• Assist the Chair and Development office with fundraising activity as necessary.
• Advise Chair/Vice Dean for Administration on implementation and monitoring of strategic plans including staffing requirements, faculty recruitment, space assignments, and financial plans necessary to meet goals of plans.
• Assist and participate in the formulation of strategic plans for the department; create administrative plans that support the overall goals of the department; coordinate strategic planning processes.

Minimum Qualifications

• Ability to identify opportunities to enhance income from development and revenue sources as well as identifying how best to promote, schedule and charge for various initiatives.
• Knowledge and experience with managerial accounting and finance.
• Ability to provide initiative, judgment and creativity in the resolution of complex problems.
• Successful completion of post-employment HIPAA compliance training required.
• Effective communication/presentation skills, and a proven track record of forming collaborative and effective working relationships with physicians and administrative leaders.
• Proven ability to manage and lead staff in a changing environment.
• Ability to establish realistic and achievable priorities and the ability to lead staff to achieve departmental goals and objectives.
• Effective leadership and organizational skills.
• Demonstrated ability to work effectively with a diverse population of faculty, staff and students; experienced in the supervision of administrative and support staff personnel.
• Bachelor’s degree or equivalent in education and experience, plus ten years of related experience.
• Understanding of the evolving health care marketplace.
• Knowledge and experience with clinical practice management (preferably in an academic setting).
• Knowledge, experience and ability to manage complex information and computer systems.

Preferred Qualifications

• Master's degree in business administration or similar degree and a minimum of seven years of progressive responsibility at a managerial level, preferably in an academic health center.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.