Associate Director of Finance

Associate Director of Finance and ResearchThe University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. The Department of Radiation Oncology at UW Medicine is an academic department specializing in the research, teaching, and providing of professional services for the management of cancer patients undergoing treatment using radiation therapy as the main modality of treatment. The department is an integral part of the Cancer Program at the University of Washington and a major contributor to the contribution margin of each of the six centers at which we provide professional services. This position will serve as a critical part of the administrative leadership group in the Department of Radiation Oncology within the School of Medicine. The position will primarily serve as a technical expert for university finances, department budgeting, practice plan finances, institutional funding arrangements, and grants and contracts. They will direct the activities of managers within the finance and grants and contracts/research work groups. The Associate Director will direct all aspects of the department financial reporting, including oversight of the grants and contracts finance management, liaison with OSP, and will act as the primary contact for external organizations regarding contracting, has shared oversight of clinical research finance. The AD manage the clinical budgeting process and be a key contact for leaders within the School of Medicine and University of Washington Physicians regarding budgets and UWP compensation. Additionally, the position will serve as the second-in-command to the Vice Chair of Finance and Administration (SOM Director), and represent the Vice Chair in interpreting and upholding university policies across the department in the absence of the Vice Chair of Finance and Administration, as the Vice Chair is required to engage in more strategic and operational planning with external partners, particularly Fred Hutch Cancer Center. Responsibilities in that role will include direction for administrative operations, academic and staff human resources, and research program concerns when the Vice Chair is absent or otherwise unavailable. The Associate Director will be knowledgeable in university human resources polices and Workday practices so as to serve as an advisor to managers across the department in the absence of the Vice Chair of Finance and Administration. The Associate Director of Finance and Research will be working within a complex environment because of the structure of the department within the School of Medicine, its external partner for adult oncology programs, and the greater UW. This department has a significant partnership with the Fred Hutch Cancer Center (FHCC) for its clinical sites, resident training and medical student education courses, and multi-disciplinary research efforts, which requires knowledge of policies and procedures within the University and FHCC. The department has external research funding including federal and foundation awards. The Associate Director will be required to have the diplomacy to act on behalf of the Vice Chair of Finance and Administration and to advise the Department Vice Chair of Finance and Administration and the Department Chair the financial and operational status of the department as necessary. Specific areas that lead to the complexity of this position include being responsible for ensuring the department is operating in a fiscally sound manner, that financial commitments between the school, medical centers and external entities is documented and recorded, and that clinical, state and research funding is monitored and utilized in accordance with its purpose. Responsibility for the clinical finance areas, such as preparation of calculations of the UWP incentive distribution plan and tracking cFTE levels within the FHCC clinical agreements adds to the complexity of this position. This means that the position will be responsible for internally auditing cash flow into and out of the department budgets. The department operates in conjunction with other entities within UW Medicine and with its external clinical and research partner, Fred Hutchinson Cancer Center. The Associate Director will be responsible to ensure that these collaborations are operating per State and University guidelines. As part of its role in finance and research, this position will have direct oversight of the managers of 1) department finance budget analysis and fiscal staff and 2) grants and contracts. Other complexities are the expectations that the position will continue to have familiarity with the faculty recruitment and hiring processes. This position must ensure that department faculty and all levels of department staff are meeting grant and contract policies and that grant administrative deliverables are accomplished in a timely and accurate way. This position will monitor new federal and UW research directives, advise and recommend department procedures, and communicate changes to administrators and faculty. This position works directly with faculty over key research programs to advise on budgets and hiring within their programs. The Associate Director will work to ensure the Department of Radiation Oncology is not only abiding by the UW Medicine and University guidelines, but also ensure sound fiscal management. The impact to the university is based upon the significant knowledge of department finance critical to decision making by the Department Chair. The position provides feedback and advice to the Department Chair and Vice Chair of Finance and Administration regarding major fiscal decisions. The Department of Radiation Oncology has seen significant growth in its faculty in the past 5 years, increasing the faculty roster by 50%. Faculty include physicians, medical physicists, research PhDs, physician assistants and nurse practitioners. With the close alignment with Fred Hutch Cancer Center it is expected the department will continue to grow, with increased revenue for research programs, adding more clinical revenue to UW, additional faculty and staff, and more national and international visibility to the UW in radiation oncology research and patient care.ResponsibilitiesOversight, Direction, and Management of Department Finances (40%)Work with UWP & CUMG leadership as well as the Department Director, prepare and implement annual clinical budgets.On a monthly basis, review budget to actual reports and institute changes or make recommendations for change as necessary.Oversee and act as consultant for department management in developing accurate and appropriate pro formas.Assure that financial elements of faculty offers are captured and incorporated into Departmental financial tools.Prepare the hospital support annual budget for review by the Department Director, Chair, and SOM and Hospital Administrations.Understand and implement hospital budget methodology and nuances in order to provide rationale for Department's request that is appropriate and acceptable to hospital financial administration.Provide decision support to Director when negotiating hospital support.Implement and manage the hospital support agreements, including monitoring funds flow and assuring funds are allocated properly.Review, train, and report to Medical Directors on hospital support budgets and agreements and the impact upon their business unit budgets.Develop and implement the department based policies and procedures that will shape the financial operation of the Department in collaboration with the senior management team.Develop and maintain information and decision support systems that will aid in the interpretation of the Department's financial condition on an ongoing and real-time basis.Administer the policies and regulations guiding the Department's financial goals as they relate to the academic, clinical, and research missions.In addition this position will assist in the development of department-based policies and procedures that shapes the financial operation of the Department in alignment with University policies.Development of budgets, monitoring of expenses, and reporting information related to the financial operation of the Department and the clinical revenue cycle.The incumbent will be expected to make recommendations as to appropriate actions needed to reduce financial risks and increase program viability.Maintain an accounting system that effectively monitors the Department's revenues and expenditures in all domains (e.g. clinical practice, gifts, state funds, grants, etc.) and generate reports, both standard and custom, as needed to attain a comprehensive view of the Department's financial status.Report to Director on a regular basis, describing the state of the department academic, clinical, and research funding. Recommend and implement corrective budget actions if necessary.Manage all financial reporting to the Medical School, generation of the annual UWP budget/Faculty Support budget, closure of state budgets, monitoring unspent funds and development of any ad hoc reports for the medical school.Management of Grants and Contracts Staff and Operations (30%)Oversee the grant/contract team and all pre-award and post-award activities and serve as primary resource to grants administration staff, researchers, PIsProvide quality assurance review and sign off grant/contract applications; check for compliance with human subjects, animal use and conflict of interests.Negotiate with sponsors to establish terms and conditions for grant, contract and clinical trial awards.Provide technical advice, interpret sponsors rules and regulations.Oversee Recharge Center and self-sustaining accounts finance; collaborate with Recharge Center Director to establish rate proposal.Ensure funds are spent according to the project purpose and are in compliance with the sponsor and university regulations.Directly manage staff operations in relation to: budget reporting, staff and faculty payroll activities, purchasing and travel, grants, contracts and development activities.Supervise and oversee all fiscal staff within the Department. This includes budget managers, fiscal specialists, and student assistants.Manage hiring, promotions, retention, coaching, mentoring, onboarding, offboarding, and overall financial staff oversight. Conduct annual reviews, manage disciplinary actions and provide professional development opportunitiesPartner with the Vice Chair of Finance and Administration to create innovative and flexible approaches to