Reports to: Department Administrator

Directly Supervises: Administrative Staff, Administrative Coordinators, Financial Managers and Staff, Reimbursement Analyst Staff, Data and/or Financial Analysts

 

 

Assist in the direction of the administrative, business and financial activities of a clinical department with diversified and complex programs in the areas of teaching, research, and clinical services. These activities include all financial, human and physical resources needed to carry out the departmental goals effectively and efficiently.  Work to ensure that the Department has sufficient resources and the appropriate financial environment to recruit and retain the highest quality faculty and staff.  Organize departmental support functions, and work to ensure the flow of high quality management information and the smooth execution of work.  Continuously seek to improve compliance with regulatory and internal policies, departmental resources, and efficacy of administrative services. 

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. 

 

1. Assist in the Development and Execution of Efficient Departmental Systems Responsible for the development, execution and evaluation of departmental administrative operations to include financial processes and systems, contract development and negotiations, analytic tools to facilitate decision-making during strategic planning and business development, as well as system design and development to support all department functions.

 

2.  Manage Finances and Expenditures Manages the financial operations of the Department, developing financial policies, guidelines and operating procedures to ensure the continued fiscal integrity of the department through prudent financial management and organization, including a well-organized budget process. Establishes effective financial management reporting systems and processes for preparation of operating and capital budgets, cost accounting, physician compensation reports and other related payroll functions. Establish appropriate control mechanisms and timely financial reporting providing a basis for sound financial decision-making. Assist the Chairman and Department Administrator in developing and monitoring the departmental budget, which is comprised of a broad range of revenue sources, participating in budget discussions with representatives of the Medical College and Hospital as needed. Develop variance management work plans as necessary. Analyzes, develops, designs and implements administrative systems to provide effective management of billing and reimbursement, financial operations, data analysis and reporting, productivity, purchasing and materials management. May be responsible for negotiations for research contracts, department services, equipment purchases and others as necessary. Monitor internal accounting and auditing systems and revenue expenses. Assist the Department Administrator in planning for expenditures on facilities and equipment, ranging from basic equipment maintenance to building renovation. Prepare financial reports, projections and analyses for faculty on a regular basis. Involved in preparation of all affiliation agreements for the Department with academic and private institutions. 

 

3.  Participate in Strategic Planning Work to ensure that the direction of the Clinical Department is well thought-out and contributes to the mission of the College.  Works closely with the Chairman and Department Administrator to develop Department’s short and long range fiscal, fundraising/development, and strategic goals, and provides input to long range plans and budget projections for program development and management,involving the participation of individuals responsible for the achievement of departmental purposes, including a candid and realistic analysis of internal and external opportunities and constraints, responses to financial and other contingencies, the establishment of feasible priorities, and the development of a realistic course of action to achieve identified objectives.  Prepares business plans and analysis for development of new programs, changes to existing programs, and faculty recruitments. Establish benchmark monitors to measure performance and report to department/institutional leadership. Systematically collect and use the data necessary to support planning efforts and to enhance departmental effectiveness.

 

4.  Oversee Billing Process Collaborate with Faculty Practice Billing in planning, implementing and evaluating administrative systems associated with patient care, marketing and affiliate contracts.  Monitor the billing and collection performance for the Department and resolve problems with the Senior Director of CPS.  Research and prepare special reports for the Chairman and Department Administrator.

 

5. Research Administration  Responsible for development of instrastructure to support research proposal development, submission, and post-award funds management including the preparation, review and approval of budgets and coordination of department research support funds, grants, contracts, and clinical trial funding. Oversees Grant and Contract staff with responsibility for financial oversight and accounting of all research and restricted funding and federally sponsored grants; preparation of annual operating budgets, design and development of monthly fund accounting statements in collaboration with the WMC Office of Research Accounting.  Recommend and develop research cost accounting and productivity reporting/review. 

 

6. Act as Department Liaison In order to promote the activities of the department, communicate college and department policies and serve as a resource on these policies and procedures to staff and faculty. Coordinate, plan and implement office activities and procedures. 

 

7. Follow the MCW code of conduct, all laws, regulations and policies and ensure legal compliance with governmental and grant requirements.

 

Perform other duties as assigned.

 

 

 

Education: Bachelor's Degree in Business, Administration or related field.  Master's degree preferred.

 

Experience: 5 years progressively responsible related management experience in a medical academic institution. 

 

Certifications/Licenses: None.

 

X background, criminal history and caregiver misconduct check in accordance with

    the Wisconsin Caregiver Background Check Law,

 

 

 

Manual Dexterity: Work requires regular speed and accuracy for most of the working day.

 

Physical Effort: Work requires handling light weight materials or equipment with no special speed or exertion.

 

Working Conditions: Ordinary office working conditions with some slightly disagreeable features.

 

Hazards: Negligible. Little or no exposure to hazards.

 

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The above statements are intended to describe the general nature and level of work being performed by most people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements.  Scheduling flexibility is required to accommodate changing business needs.