Director, Division Administrator Dept of Medicine

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Director, Division Administration

Reports to: Chief, Division of Gastroenterology and Hepatology; COO,

Department of Medicine Department: Medicine

Entity: Clinical Practices of the University of Pennsylvania Healthcare System

Division: Gastroenterology and Hepatology

Location: Philadelphia, PA

Shift: Day

Education or Equivalent Experience:

• • Bachelor of Arts or Science (Required)
  • Education Specialization: Business Administration, Public Health, Health Care Equivalent Experience:
  • 10+ years Healthcare administration in a clinical environment and two years' staff management experience (Required)
  • Master of Arts or Science Preferred
  
  Summary of Duties:
  
  Responsible for working as the administrative and business partner of the Division Chief of Gastroenterology (GI) and Hepatology. Provides administrative leadership for faculty practice clinical, restricted funds and endowments and research operations. Oversees and directs overall divisional business planning and financial management, ensuring the accomplishment of divisional goals and objectives. Responsible for oversight and general management for the Division across all missions. This division is comprised of over 70 faculty, 23 fellows, 13 APPs, and 190 clinical/research/admin staff, clinical operating expenditures of $43 million, and $20 million in total grant expenditures. The division has 48k patient visits, and performs 45k procedures annually, four hospitals and two anchor locations. In addition, evaluation and management services are offered at 9 satellite locations, located throughout PA, NJ and DE. Oversees and directs overall divisional business planning and financial management, ensuring the accomplishment of divisional goals and objectives.
  
  Responsibilities:
  
  Faculty Practice Administration
  
  Advise Division Chief of relevant issues and governance, including operational problems/policies and faculty issues. Provide support to Chief, including offering resolutions and recommend changes, drafting responses to requests for information, and representing the Chief in discussions with faculty or departmental meetings. Includes developing and supporting faculty, enhancing social engagement as well as academic achievements. Facilitate rapid recruitment processes and supporting transparency in analytics and documentation.
  
  Work alongside Division Chief, Vice Chief of Clinical Affairs, and clinical leaders to chart course of programs, program improvement, and program effectiveness; provide strong project management for divisional initiatives. Align priorities, build support, encourage transparency and inclusiveness, and garner needed resources to execute and achieve priorities.
  
  Oversees administrative aspects of faculty recruitment including requests to recruit, enhance diversity, aligning financial support, and timely execution of offers to candidates. Assures faculty are on-boarded effectively within their subspecialty program with requisite licensures and credentialing obtained. Works closely with the Faculty Affairs Coordinator to align and maintain faculty academic plans.
  
  Drive faculty engagement by working with faculty and meeting with senior faculty leaders on an as needed basis to develop programs, enhance mentoring, explain incentives, effort, productivity, salary allocation, increase requests, compliance issues, etc.
  
  Oversee the provision of data to individual faculty and managers, including volume statistics, billing statistics, incentives, productivity measures, research funding, research proposals submitted, and publications.
  
  Administer the faculty compensation and incentive plans and programs with attention to equity and transparency. Continue to evaluate faculty compensation models to align with Divisional priorities.
  
  Budget/Fiscal/ Revenue Cycle Management
  
  Collaborate with the Chief to plan, strategize, and develop policies and procedures to maximize the organizational and financial position of the Division.
  
  Direct and manage Divisional finances (clinical and research) and revenue cycle operations: Oversee creation and implementation of clinical and research budgets, control and monitoring of budgets; understand and report out on budget variances, including operational drivers and external impacts.
  
  Review, analyze, summarize and interpret financial data. Oversee preparation of analyses and reports that detail the Division's financial position. Develop annual reports, financial spreadsheets and other required reports of the clinical and research missions as well as gifts, endowments and restricted funds.
  
  Oversee management of malpractice insurance accuracy.
  
  Submit quarterly clinical incentives for qualifying clinical faculty.
  
  Clinical Operations
  
  Interpret Departmental policies, objectives, and procedures to guide administrative and managerial staff in the division at all sites to adhere to best practices.
  
  Interact with administrative Directors in other departments, Penn Transplant Institute, and Perioperative Services to collaborate on daily operations as needed and new initiatives to ensure optimization of provider experience and workflow.
  
  Oversee initiatives pertaining to physician and APP clinic schedule utilization and management to enhance access to all patients, providing assistance as needed for underprivileged patients.
  
  Provide guidance and assistance to optimize patient flow, utilization, and space design for clinical practices.
  
  Working with the Department operations team, resolve problems related to utilization of facilities, equipment and supplies, including space allocation; respond to requests for clinic facility improvements including construction, renovation, and purchase of equipment.
  
  Monitor practice activities to ensure cost-effectiveness of operations and high-quality health care for patients of all backgrounds and all accepted insurance providers.
  
  Assist with developing and marketing of new products and services.
  
  Interact with perioperative leadership to enhance quality and resolve inefficiencies
  
  Human Resources/Personnel
  
  Oversee personnel administration including staffing, compensation, and compliance with CPUP, Hospital, University, School, and Departmental policies. Interprets human resources institutional and departmental policies for faculty and staff; provides guidance to managers with staffing issues, including disciplinary action.
  
  Responsible for general human resources oversight; provide guidance and direction to managers on posting, recruiting, advertising, hiring, job offers, salary scales, selection, and placement to optimize the fair and just recruitment of candidates of all racial, ethnic and gender identity backgrounds.
  
  Collaborate with DOM Operations team with interviewing, selection, employment, development, discipline, evaluation, and management of administrative mangers working with Medical Directors and staff leads.
  
  Research Oversight
  
  Oversee University Associate Director of Administration and Finance (ADAF), particularly with regard to management of research business staff, research space management, grants management, and management of unfunded research.
  
  •In partnership with ADAF, oversee clinical research finances, and assist with clinical research space management.
  
  Other
  
  Maintains professional affiliations and enhances professional development to keep pace with health care trends, including the MGMA and APA.
  
  Maintains strictest confidentiality.
  
  KNOWLEDGE:
  
  Knowledge of health care administration and clinic philosophy and policies and operating procedures.
  
  Knowledge of fiscal management systems and techniques.
  
  Knowledge of organizational management and development, staff development, and operations management.
  
  Knowledge of human resource management practices including supervision and staff development.
  
  Knowledge of governmental regulations and reimbursement requirements.
  
  Knowledge of computer, systems, and applications.
  
  SKILLS:
  
  Skill in exercising initiative, judgment, problem-solving, decision-making.
  
  Skill in developing and maintaining effective relationships with staff, internal Penn partners, clients, regulators, public.
  
  Skill in organizing work to achieve goals and objectives.
  
  ABILITIES:
  
  Ability to analyze and interpret complex data.
  
  Ability to research and prepare comprehensive reports.
  
  Ability to monitor quality control standards.
  
  Ability to communicate clearly.

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

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We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

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