University of Washington — Director of Operations

Since the founding of the UW School of Medicine in 1946, the Department of Medicine has been deeply dedicated to its mission of teaching, research, and patient care.  More than seventy years later, these commitments remain our core commitments.  Each year the Department of Medicine increases the number and size of grants in its research portfolio and remains one of premier research departments in the country.

The Department of Medicine has an outstanding opportunity for a Director of Operations.

The Director of Operations will cover the responsibilities of vacant key administrative positions in the Department of Medicine, while demonstrating complete knowledge of standard divisional and departmental operations and responsibilities.  This position will utilize the advantages of a leadership vacancy, within certain constraints, to review divisional/departmental operations, financial management processes, and other key administrative functions. The Director of Operations will report to the Vice Chair of Finance and Administration and will oversee Department central units, including IT, Research, and Medical Student Programs.  

This position will lead key initiatives and projects across the Department in addition to providing critical leadership to divisions in the capacity as a float administrator.  This position must have a highly effective level of communication with the Chair, Vice Chairs, Division Heads, faculty and staff and the ability to work very independently to achieve the goals of the department.

In addition to an understanding of academic research, the Director of Operations position requires a very broad scope of knowledge with experience in and understanding of clinical practice management and medical school training programs.  The position has independent authority to develop policies and procedures and implement systems to manage budgets, personnel, information systems and facilities related to the clinical practice and medical school training programs.

DUTIES & RESPONSIBILITIES

Float Division Administrator:

  • Preparation of business analyses, proposals, implementation plans for new programs, and the design and implementation of changes to existing programs.  The Director of Operations will be accountable to the Division Head and the Vice Chair of Finance and Administration for the successful accomplishment of these tasks.
  • Oversight of academic and staff human resources; ensuring the division’s personnel employment activities and practices are in compliance with Department, School, University and State policies and procedures.
  • Partner with supervisors and department human resources to resolve employee relations issues; initiate and follow through with progressive disciplinary actions when appropriate.
  • Evaluate staffing structure to maximize operations and efficiency. Refine and/or develop a divisional administrative structure that provides the necessary level of support services needed for the Division’s continued success.
  • Management of financial resources (e.g., state funds, grants and contracts, and gift accounts), including financial planning, budgeting and accounting functions of the academic and the medical service units.
  • This position has decision-making authority, and must exercise independent judgment to facilitate the optimal use of division resources.
  • Oversee financial management policies, coordinates the preparation of regular financial reporting which is provided to the Division Head and Principle Investigators.   Ensures compliance with the policies and procedures of the University, Department, and those of federal and other funding.
  • Oversight of sponsored research administration within division.
  • Oversee departmental professional billing and the revenue cycle in collaboration with CUMG and UWP practice plans and medical centers’ executive leadership (HMC, UWMC, CHRMC, VA).

Oversight of Central Operations:

In addition to float responsibilities, this position will assume oversight of central department units/functions, including information technology, research administration, and medicine student programs. Specific duties include:

  • Provide guidance and oversight for central departmental grants administration; partner with the associate chair for research to optimize research administration and expand grant opportunities within the department.
  • Provide consultation and oversight for Department of Medicine IT Services, including consulting on work with internal stakeholders and business agreements with other SOM departments.
  • Advocate for the Department as well as School of Medicine related IT needs.
  • Assess short- and long-term IT needs of the department and divisions and develop strategic plans to address gaps.
  • Oversee medical student educational programs’ policy development, regulatory compliance activities, program and business development.
  • Assist educational program directors, faculty leaders and program administrators in mission-critical requirements including changes in program requirements as directed by the ACGME and SoM.
  • Negotiate with dean’s office, medical centers or other affiliates for funding related to educational programs.
  • Provide direction, management and oversight, to reporting individuals and teams.

Process Improvement & Special Projects:

The Director of Operations will evaluate processes across the central department and divisions for efficiencies and lead workgroups on several topics, including, but not limited to; research administration, clinical trials management, records management and possible shared service models.  This role will accomplish the following:

  • Provide leadership and support of the rollout of the Department of Medicine strategic plan
  • Facilitate efficient management of the administrative/business units introducing best practices and guiding each unit, with its unique focus, to achieve goals, outcomes, and targets.
  • Partner with department and division leaders to facilitate plans for growth, including identifying resource needs, writing clear and pragmatic business plans, coordinating implementation, and identifying and building the required partnerships.
  • Proactively identify high-level barriers to success and propose innovative solutions.
  • Create processes to implement solutions, identify and engage the appropriate stakeholders.
  • Provide analysis and recommendations regarding streamlining services and improving value and standardization.
  • Develop benchmarks for administrative unit productivity and implement data-gathering activities in close collaboration with leadership.
  • Represent Vice Chair of Finance and Administration at various meetings and on committees as requested or assigned. Provide expertise, consultation, and work product as requested with special projects and other duties as needed.

Supervisory Responsibilities:

This position will supervise the Research Administrator and Assistant Director of Medical Student Programs in addition to overseeing the IT Director.  This position will supervise program, administrative and fiscal staff when floating for division administrator positions.

REQUIREMENTS

The most successful candidate will have excellent communication and team building skills, and organizational, leadership and management assessment experience.

Education, experience, and training that demonstrates proficiency and the ability to perform the job responsibilities will be evaluated for equivalency to the required education and experience qualifications listed below.

Masters Degree in Business Administration, Health Care Administration or related field and 5 years of progressively increasing responsible positions within a healthcare, higher education, non-profit or business setting. Other essential qualifications include:

Demonstrated dedication to equity, diversity and inclusion

Financial analysis skills

CONDITIONS OF EMPLOYMENT

This position requires an individual who is organized; works well under stress, and can juggle competing priorities.  The position demands a flexible schedule and the ability to work long hours due to workload and deadlines. External deadlines imposed by Sponsored Programs, Medical Centers, Practice Plans, School of Medicine, University.  Regularly required to attend meetings and respond to questions outside regular workdays and hours, including weekends.  Meetings occur at multiple locations on and off campus and with external stakeholders.  This position requires excellent communication skills and awareness of ethical and political ramifications of decisions.  A grasp of the overall mission and objectives of the department within the UW School of Medicine is essential.  The individual must be self-motivated, and able to work collaboratively as well as independently at both the macro and micro level.

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