Medicine Department Administrator (SOM Stratford)
Provides administrative and operational support to the Department of Medicine and the Chair. Plans, organizes, coordinates and directs day-to-day operations and functions related to the operation of the educational, clinical, research and administrative functions and programs conducted in the department. Supervises clerical, technical, and professional staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Financial and Operational
Serves in the role of management advisor to the Chairperson of the Department of Medicine. Provides input on revenue and cost projections for department operations to the Chief Financial Officer and Budget Office of the school to assist them in budget preparation and revision. Analyzes operating budgets to ensure that all appropriate expenses are included.
Executes departmental budgets as approved by the Chief Financial Officer. Manages and monitors budgets and financial activities, and maintains records of fiscal expenditures. Advises department Chair on matters pertaining to purchasing of supplies and equipment. Approves requests for purchases and assures they meet with University Procurement Policies and budgetary guidelines.
Assists the Chair in the preparation of short-term and long-term operational and financial plans based on the Strategic Plan of the Departments, School and University.
In coordination with the Associate Dean for Clinical Affairs, Executive Director, CFO, and COO and their staffs, implements standardized best operational practices within the departments/institute; supervises, controls and manages the IDX patient accounting system, including scheduling, billing, cashiering and collection; and coordinates information technology and electronic health record systems at the departmental level.
Maintains appropriate liaison with the Dean’s Office, Faculty Practice Business Office, Grants office, etc., maintaining specialized knowledge relevant to Medicine and related billing procedures. Monitors the integrity and continuity of the billing system in order to maximize revenue. Ensures compliance with relevant laws, regulations, policies and procedures.
Coordinates departmental clinical programs. Works with Chair, Associate Dean for Clinical Affairs and Executive Director to implement best practices and provide data for school’s quality management program, utilizing the electronic health system and other sources.
Planning and Business Development
Assists the Chair in the execution of strategies, including establishing partnerships and business relationships, to market products and services. Collaborates with internal departments, such as other clinical departments and marketing, and external partners and affiliates, including affiliated hospitals, in the development and implementation of programs.
Assists in negotiations and provides terms and proposed Fair Market Value (FMV) analyses for contracts and/or agreements with other institutions. Works with the Dean’s Office to administer contracts for the Department of Medicine with partner institutions. Maintains client relations and ensures fulfillment of contract terms. May assist in the preparation, development and management of grants.
Human Resources Support
Provides support to the Chair in faculty recruitment and coordinates offer, hire, and onboarding processes with school’s Faculty Affairs office, Managed Care and other departments as needed. Advises Chair on faculty productivity and compensation, working in collaboration with Executive Director.
Supervises the activities of the staff of the department. Develops position descriptions as necessary for professional and support personnel. Recommends the hiring, firing, promoting, demoting, performance evaluations, merit increases, transfers and/or disciplining of employees and other personnel actions in accordance with university policies and procedures. Conducts performance evaluations. Interacts with the Department of Human Resources regarding staff personnel matters, and with the Faculty Affairs Office regarding faculty personnel issues.
Plans and schedules the work for the department to make maximum effective utilization of employees, equipment and material within budgetary requirements. Prepares master schedules ensuring adequate staff coverage in all areas. Arranges for temporary personnel as needed. Oversees time and attendance records, including payroll records. Schedules vacation and leave time for department staff.
Provides internal management and consultative services to departmental staff and faculty. Counsels staff members on job related problems.
Departmental Policies and Procedures
Investigates problems, acts to resolve them when possible, and reports findings and recommendations to respective Chairperson.
Develops and submits administrative plans and develops implementation and control procedures that will ensure efficient and effective delivery of administrative and clinical services.
Recommends, initiates and implements new or revised departmental policies and procedures.
Attends and participates in meetings and conferences regarding departmental activities within the University structure. Represents the departments on School and University committees and project teams as assigned. Serves as a resource and provides guidance to departmental members.
Supports the University's goal on workplace diversity and EEO goals and objectives concerning employment and promotional opportunities.
Understands and adheres to University compliance standards as they appear in Rowan University’s Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.
Keeps abreast of all pertinent federal, state and University regulations, laws and policies as they presently exist and as they change or are modified.
Ensures that the staff are trained and evaluated on their knowledge of and adherence to compliance policies and procedures specific to their jobs.
Performs other related duties as assigned.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE: Bachelor’s Degree from an accredited college or university and five (5) years relevant professional experience with responsibilities in a government agency, university setting or major healthcare organization. Note - Related professional experience may be substituted in place of the degree requirement on a year-for-year basis, therefore to qualify under this substitution, applicants must possess at least nine (9) years of related professional experience. Master’s Degree preferred in Business, Hospital/Healthcare Administration, or related field. Specific experience with Internal Medicine practice environment is preferred. Supervisory experience required. Knowledge of review, analysis and evaluation of budgets, as well as organization and administrative practices required. Familiarity with medical terminology, IDX, billing and revenue collection, Medicare and Medicaid regulations preferred. Candidates must be proficient with Microsoft Office products. Outstanding human relations and leadership skills, and the ability to function in a team environment required. Knowledge of how to accomplish superior performance in a unionized environment is preferred.
Note: Only completed, online applications submitted on or before the deadline will be considered.
Advertised: May 6 2021 Eastern Daylight Time
Applications close: May 26 2021 11:55 PM Eastern Daylight Time
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