The Division Administrator is responsible for the administrative functions, financial management/planning and operational affairs of the Division of Cardiovascular Medicine and its service units. The Division Administrator has all the duties and responsibilities of a senior financial manager and a business operations manager for the division. As the financial manager of the Division, the Division Administrator is responsible for all areas of the financial planning and management.
As the business operations manager of the Division, the Division Administrator is responsible for the overall operations of the Division, which includes support services, facilities, purchasing and inventory, information systems and security, health and safety, compliance,medical education, human resources/academic affairs, clinical and clinical outreach and marketing.
The Division Administrator serves as a senior advisor to the Division Head, providing financial guidance, background information, and management advice and providing counsel to faculty and staff concerning administrative processes associated with patient care, teaching and research activities. The Division Administrator is responsible for the financial analysis and programmatic oversight for the clinical practice, management of the research enterprise, and support of the training programs. The Division Administrator has a high degree of authority and in partnership with the Division Head and Department Administrator, directs strategic business, program and policy development and operational planning for the Division. The Division Administrator also serves as the administrative liaison with Division Programs at affiliate sites as well as with the Department of Medicine, the School of Medicine and Public Health (SMPH), and UW Health (UW Hospital and Clinics Authority - UWHCA; and UW Medical Foundation - UWMF) regarding administrative issues. The position has direct reporting to the Director, Business Services of the Department of Medicine; however, it also has routine reporting to the Division Head. The majority of the Department administrative and financial activity resides in the 11 Divisions. The Division Administrator is responsible for all areas of financial planning and management. The Division Administrator is responsible for separate budgetary unit or units and directs the work of others (units includes sections at the University of Wisconsin and off-campus at S. Park and The American Center as well as Regional locations throughout the state and northern Illinois).
UW Department of Medicine is ranked as a leader nationally and internationally in clinical care, research and education. The Division Administrator is responsible for advising and facilitating mandated and/or discretionary faculty activities and requirements. The Division Administrator provides strategic planning, operational management and systematic evaluation and analysis of the same.
Position Complexities: In addition to an understanding of academic research, the Division Administrator requires a very broad scope of knowledge with extensive experience in and understanding of clinical practice management and medical school training programs. The position has independent authority to develop procedures and implement systems to manage budgets and personnel and collaborates routinely on procedures to implement information systems and facilities related to the clinical practice and medical school research and training programs.
This position requires ability to direct and manage multiple priorities and complex financial operations, quickly analyze situations and make sound decisions utilizing effective time management skills, good business acumen and administrative judgement. Creativity and excellent personnel management skills are very important. This position must have a highly effective level of communication with the Chair, Vice Chairs, Division Heads, faculty and staff as well as leadership of both the UW SMPH and UW Health. The position must have the ability to work very independently to achieve the goals of the division and the department.
This position must know, understand, and be able to integrate and implement multiple and complex federal, state, UW, SMPH, and UW Health policies and procedures. Some of these include HIPAA; CMS policies on billing, coding and documentation; provider contracts; CPT and ICD9 coding; medical staff privileging and credentialing; procedures for licensing and quality assurance.
Our physicians practice at multiple locations locally and in the region. The clinical practice is integral to the success of the division, department and UW Health, due to the high volume of patients seen in our clinics and our specific specialties. We currently have agreements in place with UW Health and purchased service agreements with other entities.
The Department of Medicine is ranked in the top twenty among Departments of Medicine in the nation in receipt of NIH grants. The Division of Cardiovascular Medicine has research funding from NIH, private industry and a wide variety of private foundations. We have extensive collaborations, (funded by several large multi-institution grants,) with the leadership vested in division faculty. Junior faculty have been very successful at acquiring young-researcher grants. Research includes basic science research, animal research, human subjects' research, and clinical trials awards (~ $41 mil/yr grant submissions, $5.2 mil current funding).
DUTIES: STRATEGIC PLANNING (15%) As the Division's senior financial and operations manager, the Division Administrator is responsible for developing and directing the long-range strategic business plan for the Division and assisting in accomplishing department strategic goals at the division level where appropriate. This includes preparation of business analyses, proposals, implementation plans for new programs, and the design and implementation of changes to existing programs. The Division Administrator is directly accountable to the Division Head and the Director, Business Services of the Department of Medicine for the successful accomplishment of these tasks.
PERSONNEL MANAGEMENT (12%) The Division of Cardiovascular Medicine in the Department of Medicine has 55 medical school faculty, 24 advanced practice providers, 16 fellows and 45 staff. The Division Administrator must continually refine and develop a Divisional administrative structure that provides the necessary level of support services needed for the Division's continued success.
The University has a large and complex personnel system. The Division Administrator must understand and appropriately implement the varied policies and procedures for faculty, academic staff, university staff, temporary staff, students and other personnel. This requires close interaction and uniformity with the Department and School of Medicine and Public Health HR efforts. The Division Administrator must also understand and appropriately implement the varied policies and procedures for advanced practice providers employed by UW Health.
Specifically, the Division Administrator will:
- Ensure the Division's personnel employment activities and practices are in compliance with Department, School, University, UW Health and State personnel policies and procedures. - Oversee the hiring of all faculty, academic, university and advanced practice provider staff for the laboratories and offices in the Division. - Provide advice and counsel to hiring managers of personnel decision. Initiate, review, and recommend personnel actions including promotions, salary actions, employee performance evaluations, training and terminations. Interview, select and evaluate the performance of the staff that directly report to the Division Administrator. Provide oversight and assistance for Division faculty in hiring support personnel, including laboratory and administrative personnel. - Ensure the correct and proper maintenance of Divisional personnel files, including vacation/sick leave records and related supporting documents. Ensures appropriate record confidentiality is maintained in compliance with University policy and state and federal regulations. - Counsel employees and supervisors to resolve employee relations issues; initiate and follow through with progressive disciplinary actions when appropriate. When necessary, represent the Division in employee relations complaints and grievance activities. - Arrange for training, evaluation and performance needs of staff including HIPAA and information systems security requirements. - Review the work and provide direction to the Coding staff assigned to the Division.
FINANCIAL RESPONSIBILITIES (24%) The Division Administrator manages and monitors a Division budget of nearly $68 million. To successfully accomplish this, the Division Administrator: - Supervises the fiscal management of financial resources (e.g., state funds, clinical revenue, grants and contracts, and gift accounts) for the Division, including financial planning, budgeting and accounting functions of the academic and the professional clinical care operations. The Division Administrator has decision-making authority and must exercise independent judgment to facilitate the optimal use of division resources. - Establishes the divisional financial management policies, coordinates the preparation of regular financial reporting which is provided to the Division Head and Principal Investigators. Ensures compliance with the policies and procedures of the University, school, Department, UW Health and those of federal and other funding agencies. Designs, implements and ensures currency of procedures and documentation to assure fiscal compliance with school, University, State and Federal guidelines and laws involving personnel/payroll, purchasing, budget management and travel. - Provides the planning, budgeting and accounting functions for the Division operating budgets, medical programs, capital budgets and grant and gift budgets, applying appropriate stewardship of available funding streams. - Responsible for sponsored research administration including coordinating the preparation of research grants and contract proposals (~ $41.2 mil/yr) for the Division faculty and fellows. Initiate development of budgets for grants and contracts and prepare written justifications to support budget proposals. Work with Division fiscal and other support personnel to prepare grant and contract budget proposals. Assist with progress reports and grant renewals and monitor renewal dates. Provide post award financial planning and reporting. - Prepare and maintain administrative and business reports and records. Develop and administer a system for generating monthly budget reports to satisfy requirements of donor agency, institution and investigators for planning, budgeting, staffing, auditing and oversight purposes. - Provide guidance and counsel to faculty and staff to help facilitate the Division's ability to achieve scientific and educational goals. - Oversee the process for the allocation of funding of faculty salaries and assist in developing and managing the faculty compensation plan.
SPACE AND FACILITIES ADMINISTRATION (3%) The Division Administrator serves as a primary liaison for all facility matters as they pertain to the Division and specifically will: - Serve as liaison for all 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. - Oversight for Division lease arrangement as needed. - Prepare space and equipment analysis and provide for maintenance of facilities. - Work collaboratively with staff to develop and manage capital equipment/assets plan to assure equipment within Division is appropriate, as technology and market needs change. - Allocate space to new faculty and staff and manage division space allocations.
CLINICAL PRACTICE MANAGEMENT (35%)
Oversee divisional professional billing (~ $21.2 mil/yr) and the revenue cycle in collaboration with the Department and UW Health's executive leadership. - Develop 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 patters, and recommend process improvements. - Develop guidelines and provide feedback and education to physicians, fellows and advanced practice providers on billing processes and billing practices to ensure compliance with federal, State and UW Health policies. - Review and monitor provider productivity reports. Evaluate and oversee preparation of reports for Division Head and the Director, Business Services of the Department of Medicine as appropriate. Analyze and recommend action concerning clinical productivity and provider billing activities. - Assist in design of management reporting systems to facilitate the Division and Section Head's (as appropriate) ability to monitor the clinical enterprise.
DEVELOPMENT (2%) - Participate in fundraising initiatives to benefit the Division's various missions. - Work with Department, School and UW Health on marketing campaigns and materials as requested.
OTHER (6%) - Negotiate and coordinate with UW Health and regional clinical programs. - Provide support to the medical centers for the biennial JCAHO credentialing review and other accrediting agencies. - Coordinate management of Fellowship Training Program and related Translational Research Training Programs.
SUPERVISORY RESPONSIBILITIES (3%) - Responsible for all Faculty and Staff HR activities - Fiscal management of grants, contracts, gifts and clinical funds - Directly supervise staff accountable for the following: o Research Support o Fiscal management o Education and Clinical Training programs (fellowships and medical student rotations within the division) o Administrative support o Advanced Practice Providers
Bachelor's Degree in business, finance, marketing, health care administration, health sciences, communications or related field. Master's Degree preferred.
Minimum 6-8 years of experience in an academic medical center, health care environment and/or research environment with demonstrated success in the management of complex programs, activities or units. Experience can substitute for education at the Master's level.
About University of Wisconsin Madison - School of Medicine and Public Health
The Department of Medicine advances the health of the people of Wisconsin and beyond through high quality, patient-centered care, innovative research and education of the next generation of physicians.