Cardiology Division Administrator II
Medical College of Wisconsin
POSITION IDENTIFICATION
Position Title: Division Administrator II/Center Administrator
Department: Medicine
Division: Cardiovascular Medicine/CVC
Location: FMLH
Workweek: M - F
SUPERVISORY RELATIONSHIPS
Reports to: Division Chief and Director-Cardiovascular Research Center, Department Administrator
Collaborates with: Divisional faculty and APP staff, other Department of Medicine Division Administrators, FH Service Line Director, Service Line Executive Director, MCW administrative leadership
Directly Supervises: Staff (31), including Administrative Assistants, Clinical Research Coordinators, Laboratory research staff
SCOPE (Division Administrator – Cardiology)
Department Revenue: $137M ($68M clinical funds)
Division Revenue: $16.4M ($13.1M clinical funds)
Number of Faculty in Division: 41
Number of Staff in Division: 31
Other Scopes-- Divisional locations at FH, VA, Froedtert Health System sites (St. Joseph West Bend, Community Memorial Hospital, Moorland Reserve); $73M clinical charges/$16.4M payments/152,675 wRVUs
POSITION PURPOSE
In conjunction with the Division Chief, responsible for the strategic business and clinical leadership of the division and their clinic operations, managing finances, personnel and resources to ensure that goals are met in a timely and effective manner. Responsible for the day to day administration and operations of the division’s clinical, educational and research programs. Responsible for maintaining an environment conducive to peak performance in all areas of operation.
Reporting to Center Director, direct the administrative and financial activities of the Cardiovascular Center to include all financial, human and physical resources needed to carry out Center goals effectively and efficiently. Function as the Center’s agent and representative with internal and external entities.
ESSENTIAL BEHAVIORS
Build Trust: Operate with transparency, no hidden agenda; place confidence in colleagues, give proper credit to others. Follow through on agreed upon actions. Treat sensitive or confidential information appropriately. Keep emotions under control. Exhibit ethical and moral behavior in everyday business conduct.
Foster Communication: Demonstrate ability to carefully listen to others at all levels of the organization. Seek and listen to feedback and be approachable. Express thoughts and ideas effectively. Display and promote cross cultural sensitivity.
Display Stewardship: Understand business implications of decisions. Conserve organization resources. Look for ways to improve and promote quality. Take personal responsibility. Use resources in an efficient and cost-effective manner.
ESSENTIAL DUTIES
In order of importance
Division Administrator - Cardiology
1. Partner with Department Administrator and provide strategic planning and business development recommendations for division.
2. Responsible for division's fiscal operations, including budget preparation, quarterly projections and financial management throughout the fiscal year.
3. Responsible for execution of strategic planning within the division in collaboration with Departmental and Hospital leadership.
4. Operationalize divisional clinical program development
5. Recruit, hire, orient, train, discipline and conduct annual reviews for direct reports.
6. Supervise, mentor and coach direct reports and allocate tasks.
7. Annually recommends compensation increases for direct reports.
8. Ensure that administrative policies are in compliance with MCW policies.
9. Oversee the operational activities of the division ensuring efficiency and compliance with Department and College policies and procedures
10. Manage and/or collaborate with the FH clinic manager and Department Associate Administrator - Operations to facilitate efficient outpatient services
11. Communicate college and department policies and serve as a resource on these policies and procedures to staff and faculty.
12. Administer grants and assist with developing grant proposals
13. Oversee database management and maintenance
14. Lead and manage the organizational change process for department/division/practice improvement
15. Coordinate, plan and implement office activities and procedures.
16. Develop and implement the recruitment, interview, orientation, graduation and other medical education/residency/fellowship program activities.
17. Coordinate clinical and basic science research including IRB submission, etc.
18. Represent Division on task forces and committees as needed.
Center Administrator – Cardiovascular Research Center
1. Responsible for the smooth function and development of center administrative operations to include information systems, contract development and negotiations, as well as system desicn and development to support all center functions.
2. Develop annual budget. Monitor expenditures in relation to established budget, develop budget controls and reports, and analyze data against benchmarks.
3. Develop and monitor strategic long and short term program and space planning, including building design. Set priorities and goals.
4. Develop and monitor administrative infrastructure to support department and center operations to include staffing levels, compensation plan, organizational development, recruitment and retention, and team building.
5. Integrate and coordinate Department and Center activities with MCW administration, internal and external entities. Negotiate contracts as required.
6. Develop and monitor systems for auditing and tracking financial matters. Monitors center compliance of operational policies and procedures.
7. Work with Center faculty regarding grant preparation and submissions, adherence to budget guidelines and opportunities for extramural funding. Assist in submission of annual progress reports for grants. Review expenditures on all sources of funding.
8. In conjunction with Center Director, develop and assess internal and external partnership opportunities. Serve as liaison with the MCW Development Officer and work collaboratively with the CVC Development Director. Coordinate publication of the CVC newsletter. Manage CVC computer services and website updates.
9. Serve as advisor to Center Director on non-medical issues including strategic planning, faculty hiring and disciplinary practices, faculty salary and institutional and inter-institutional negotiations.
OTHER DUTIES
Additionally, perform other duties as assigned.
MINIMUM POSITION QUALIFICATIONS
Appropriate education and/or experience may be substituted on equivalent basis
Education: Bachelor’s Degree in Business, Finance, Management, or Health Care Administration; Master’s Degree preferred
Experience: 6 or more years of progressively responsible experience in management of clinical, education and research activities in a health care environment, including supervisory and fiscal management responsibilities. Will consider relative experience in lieu of education.
Certifications/Licenses: None
KNOWLEDGE, SKILLS, & ABILITIES
Understanding of financial and human resources related issues. Excellent oral and written communication skills. Strong critical thinking, problem solving and attentiveness to detail required. Ability to set and communicate priorities, effectively planning and organizing the work of the group. Leads by setting an appropriate example. Strong computer skills with knowledge of spreadsheet programs. Knowledge of medical terminology preferred.
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