The Department of Medicine, Division of Hospital Medicine is seeking a full time AST DIR, Health Care Admin. Reporting to the Chiefs of the Division of Hospital Medicine, the Assistant Director (Division Administrator) is responsible for directing and managing the administrative, fiscal, grant, continuing medical education and clinical functions of the Divisions 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 implementation of College of Medicine and University of Florida policies and procedures; 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. The Division Administrator has substantial managerial responsibility and requires a broad range of skills and the exercise of considerable judgment and initiative.
The Assistant Director performs the following duties for both the Division of Hospital Medicine:
FINANCIAL RESPONSIBILITIES
1. Collaborate with 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. Division is 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. Responsible for safeguarding divisional assets by protecting and accounting for resources such as cash and fixed assets.
5. Provide financial information and analysis to the Division Chief for strategic decision-making.
6. 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. Responsible for educating providers on new coding/reimbursement/compliance, HIPAA, and other regulatory requirements. Responsible for submission of credentialing materials and monitoring of timely payer enrollment.
2. Responsible for ensuring that that charges generated in all care settings are captured, coded, in compliance with Federal State and COM guidelines and entered into the billing information system in a timely manner.
3. 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. Calculate and submit faculty incentive payments.
2. Responsible for the update of all faculty salary distributions and faculty assignments to accurately reflect and project faculty productivity.
3. Develop and maintain divisional processes and communications for managing faculty assignment, benchmarks, incentives, salary increases and salary reductions. Assist in the development and administration of the faculty compensation plan.
4. Assists the Division Chief with coordinating and managing the tenure and promotion process, faculty mentoring program, and mid-career review for tenure-accruing faculty.
5. 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 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. Responsible for coordinating and managing divisional human resources and appointment activities for faculty, TEAMS, USPS, OPS, housestaff and graduate assistants regarding hiring, reappointments, promotions, evaluations, timekeeping/leave keeping administration, licensure and immigration.
4. 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. Ensures that salary and fringe benefit costs are distributed to the appropriate funding source. Participates in the resolution of personnel issues and problems. Provides data to Division Chief regarding faculty and staff salary benchmarks to determine starting salaries, as well as salary increases.
GENERAL ADMINISTIOVE 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.
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.
5. Serve as divisional liaison for Department of Medicine, College of Medicine and University of Florida committees. Serves on various committees and task forces at the direction of the Division Chief or as nominated or asked to serve by the College of Medicine. Also serve as a liaison between the Division and other departments, University entities and external organizations.
6. Other duties as assigned.