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The Department of Medicine, Administration is seeking a full time MGR, Health Care Admin. This department is a large and complex department within the College of Medicine comprised of 12 clinical divisions with over 360 faculty working in patient care, research and education. Reporting to the Vice Chair for Administration, the Manager, Health Care Administration will manage key administrative functions in central administration as well as serve as the Division Administrator for the Division of Palliative Care. The Division Administrator is responsible for directing and managing the administrative, fiscal, grant, continuing medical education and clinical functions of the Division in support of advancing the College of Medicine’s education and clinical service missions. The Division Administrator has significant input into the formulation of divisional policies and procedures based upon a demonstrated understanding of the division’s function and role. In partnership with the Chief, the Division Administrator develops and implements strategic plans and initiatives. Overall responsibilities include preparation and analysis of budgets and financial reports; clinical operations; administration of personnel policies and procedures; design and implementation of administrative systems; and human resources management, maintenance and renovation of the divisional physical environment. Additionally, this position will manage and oversee reporting functions related to the business operations and clinical revenue key performance indicators for the Department of Medicine, manage the Research Faculty Compensation Plan, and will oversee and maintain essential administrative infrastructure elements for operations of the department.
Essential Functions;
The Manager performs the following duties as Division Administrator for Palliative Care:
FINANCIAL RESPONSIBILITIES
1. Assist the Division Chief with developing a divisional budget in accordance with the principles and guidelines developed by the Department and College of Medicine’s Financial Services Division. Divisions are responsible for meeting their annual budget goals and targets, as well as for ensuring that the Division’s budget is accurate and reasonable.
2. Responsible for the accuracy of the division’s financial reports and financial information; for developing and maintaining internal controls over financial reporting; for understanding and implementing departmental and College policies and procedures regarding fund sources; for the financial viability of the division; and for contributing to the achievement of Division’s, Department’s, and College’s financial objectives.
3. Develop and present financial materials and analyses for the Governance Committee meetings.
4. Provide financial information and analysis to the Division Chief for strategic decision-making. Assist the Division Chief with negotiating, implementing and monitoring contracts.
CLINICAL OPERATIONS/REVENUE CYCLE MANAGEMENT RESPONSIBILITIES
1. Responsible for developing the clinical revenue budget based on knowledge and analysis of expected provider activity, payer and procedure mix.
2. Responsible for preparing analysis of clinical activity for the Division to use in making strategic decisions.
FACULTY PRODUCTIVITY TRACKING RESPONSIBILITIES
1. Responsible for the weekly, monthly and annual development, modification and maintenance of the divisional faculty productivity tools.
2. Responsible for the update of all faculty salary distributions and faculty assignments to accurately reflect and project faculty productivity.
3. Assists the Division Chief with coordinating and managing the tenure and promotion process, faculty mentoring program, and mid-career review for tenure-accruing faculty.
4. Responsible for ensuring that the semester effort reports are completed and authorized in a timely fashion using the University of Florida’s on-line faculty effort report system. Responsible for ensuring that annual faculty evaluations are completed, distributed and returned to the Department Chair. Verifies that faculty mission assignments and RVU targets are included in annual faculty letters of evaluation.
HUMAN RESOURCES RESPONSIBILITIES
1. Provide administrative support for the faculty recruitment process, including proforma development, interviews, letters of offer, and visa coordination.
2. Responsible for directly supervising and mentoring the divisional staff secretarial, fiscal, grant accounting, and fellowship program staff. Trains, supervises and mentors divisional office staff utilizing their abilities by delegating effectively. Provides staff with growth opportunities, professional training and the tools required to work effectively.
3. Provides guidance to the Division Chief regarding recommended salaries for promotions and new hires. Coordinates with other college or university work units regarding payroll and HR issues. Participates in the resolution of personnel issues and problems.
GENERAL ADMINISTRATIVE RESPONSIBILITIES
1. Supervises the accounting of divisional physical inventory according to university policy. Recommends reassignment and/or redesign of facilities to accommodate current and future needs. Facilitator for the Division in all major renovations and moves. Responsible for safeguarding divisional assets by protecting and accounting for resources such as cash and fixed assets.
2. Responsible for ensuring content on Divisional web site is accurate and current.
3. Responsible for approval or delegation of approval for all purchase requisitions, travel authorizations and vouchers and payment requests submitted from the division.
4. Provide assistance to the Division Chief and faculty pursuing fundraising/development activities in coordination with the College of Medicine’s Development Office.
The Manager performs the following duties for Central Administration:
PROGRAMMATIC FINANCIAL REVIEWS
1. Manage the Departments process to review requests for new services or new programs requested by the divisions defined by key performance indicators. Maintain a tracking mechanism to routinely assess the progress and accuracy or forecasting assumptions and success or failure of a program.
2. Manage the tracking system for post-hire proforma reviews to ensure proper clinical assignments, revenue generation, and assess forecasting assumptions.
3. Prepare supplemental documents, including graphs on long-term trends, to aid in the development of the division and department budgets. Create additional recurring or ad hoc reports as needed by the department.
GENERAL ADMINISTRATIVE SUPPORT
1. Maintain and upkeep departmental administrative guides for training and onboarding. Expand the materials covered and resources available based on the needs of the department and requests of the division. Complete annual reviews of all documents to ensure accuracy and updates are completed.
2. Manage the various libraries, document repositories, and sources of information for the department, via share folders, Microsoft SharePoint, and Microsoft Teams. Recommend enhancements as new options become available. Train all staff on new or enhanced systems.
3. Assess the training and onboarding needs of the administrative support staff in the DOM. Recommend and develop training and onboarding tools and programs.
4. Assist the Director and Associate Director with special projects.
REVENUE CYCLE SUPPORT
1. Assist the Director and Assistant Director for Billing and Coding with analysis and review of clinical revenue data, including volume changes, payor mix, denials and write-offs. Review monthly UF Health reports and dashboards and report back significant findings or trends.
2. Coordinate revenue cycle improvement projects as part of a multi-disciplinary team of key Department of Medicine leaders.
RESARCH FACULTY COMPENSATION PLAN
1. Responsible for the management of the Research Faculty Compensation Plan, including serving as the primary point of contract with the College of Medicine for plan related deliverables and the Division Administrators for questions and submitting changes. Will work closely with the Data Management Analysist 3 who is responsible for the Clinical Faculty Compensation Plan.
2. Review and validate all assignments, grant salary funding, and major award inputs for the plan. Develop and disseminate research compensation plan reports.
Other duties as assigned.
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