Division Administrator

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

As the second largest department in the UW School of Medicine, the Department of Pediatrics is dedicated to improving the health of all children and adolescents by educating physician leaders of the future, advancing research, advocating for children, and providing the nation's best pediatric clinical care. We are committed to building a diverse and inclusive faculty and staff.

The Division Administrator will support two divisions in Pediatrics: Genetic Medicine and Developmental Medicine.

They will report to both division heads and the Department Vice Chair of Finance and Administration. This strategic leadership position operates independently with responsibility and accountability for the administrative functions, financial management/planning and operational affairs for the academic and service units within the two divisions.

Overview of the two Divisions

The Genetic Medicine division includes 24 faculty and 30 staff/researchers. Sites of practice include but are not limited to Seattle Children's Hospital, Swedish Medical Center, Mary Bridge, Providence Medical Center (Alaska), and Alaska Native Healthcare Center.

Robust research programs are located primarily within the UW Health Sciences Building. This position manages a fellowship training program in collaboration with Medical Genetics (Department of Medicine).

The Developmental Medicine division includes 16 faculty members, 8 Advanced Practice Providers (APP), and 9 research staff. The mission of the division is to understand the genetic causes of brain malformations and develop treatments to improve the lives of patients and their families.

It is home to a robust fellowship training program, which is one of the largest in the country. This division's footprint includes the UW Institute for Human Development and Disability clinics.

DUTIES AND RESPONSIBILITIES

Strategic Operations Leadership

Serve as senior advisor to both division heads, faculty, and staff, providing financial guidance and counsel concerning administrative policies and processes associated with patient care, teaching, and research activities. The administrator has high autonomy in directing the two divisions, partners with the division heads and department director.

Manage the operations across two divisions to ensure the day-to-day and cyclic requirements are met; monitors programmatic activities; prepares reports, terminates, or continues programs. In partnership with the division heads, direct strategic planning initiatives within the division regarding faculty recruitment, faculty effort, development of research programs, facilities and staff. In some cases, strategic planning will involve UW Medical Center, Regional sites, SCH, in addition to the division and department.

Serve as the primary division liaison with staff in the department's central administrative group including but not limited to finance (including budgeting, analysis, accounting, and purchasing), research operations, human resources, computing support and technology, and faculty affairs.

Provide project support and data analysis/review for division heads for planning purposes. Work with Children's University Medical Group (CUMG) to identify and measure division metrics for billing and revenue analysis.

Promote compliance and manage risk in accordance with policies of the University, UW Medicine, and other hospital/health system partners when applicable to ensure operations and resources are in alignment with mission and requirements.

Financial Administration

Prepare annual clinical and operating budgets in partnership with divisions and the department's finance team. Monitor year-round reports to identify variances to budget, paying attention to trends that may require corrective action, and respond accordingly.

Determine appropriate funding sources for faculty and staff salaries and ensure that any required changes are communicated and implemented promptly. Work with division heads on faculty compensation strategy; manage retention letters and monitor Temporary Pay Supplement (TPS) and other compensation to ensure the division meets compensation policies and guidelines.

Clinical Practice Management

Oversee management of several clinical practices/funding sources including hospital support from UW Medicine (UWMC and HMC) and Seattle Children's Hospital/Research Institute (SCRI). Oversight includes review to ensure appropriate payments are made and recorded at CUMG, UWP and other site of service billing locations. Partner with service line directors to manage budget process, revenue cycle, funds flow projections, pro forma accounting, the incentive plan, and compliance requirements.

Faculty & Staff Management

In collaboration with the Department's Faculty Affairs team, manage and coordinate faculty recruitment, develop and finalize offer letters, compile appointment and promotion packages ensuring timely and accurate completion of both appointment and promotion packets.

Provide direct supervision and leadership for up to 2 division staff and several student assistants and volunteers in all aspects of the performance of their duties. Partner with the department's Human Resources Partners to manage recruitment, hiring, and on-boarding processes.

Research Management

Provide oversight of the division's research portfolio, liaising with central research administration offices to carry out pre- and post-award management. When applications are submitted using the School of Medicine Shared Services Center, the division administrator partners with Center leadership to ensure quality services and response time.

Ensure compliance with funding agency application guidelines and UW rules/regulations. Coordinate with various medical schools and institutions nationally for submission of grant proposals.

Education

Collaborate with the Fellowship Director and Seattle Children's Fellowship Coordinator to manage administrative oversight of Fellowship Programs including budget preparation and management, clinical schedule preparation, Professional Identity Formation (PIF) preparation, and confidential faculty evaluations by the fellows.

Other duties as assigned

This position is required to demonstrate knowledge and understanding of, and maintain confidentiality of patient privacy rights, employee information, Department of Pediatrics strategic plans and initiatives, financial information or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize employee rights, the organization's operations or privacy of patients.

MINIMUM REQUIREMENTS

• Bachelor's degree in Business, Economics, Finance, Healthcare Management or related field.

• At least four years' progressive experience working in program or medical group practice management in a research or clinical setting.

• The position requires the ability to work independently to direct staff, manage budgets and fiscal matters, and to support the division head and faculty in program initiatives as well as routine activities.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

DESIRED QUALIFICATIONS

• Master's in Business or Health Service Administration.

• Prior administrative/management experience in an academic medical center.

Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.

These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you log into your "My Jobs" page. If you choose to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.