Division Administrator

Yale University; New Haven (CT); Hybrid; USD 82,000 - 132,000; Full time

Job summary

Yale University’s Yale Orthopaedics & Rehabilitation in New Haven seeks a Manager to lead operations, finance, and staff within a busy clinical department. The role focuses on optimizing patient service, budgeting, EMR implementation, and cross-functional collaboration with faculty and leadership.

Hybrid work arrangement supports delivery of high-quality care and process improvements. Reporting to practice leadership, the position emphasizes compliance, staff development, and strategic planning

Qualifications

• Well-developed managerial, decision-making and leadership skills.
• Ability to manage time and resources and anticipate changes.
• Excellent written and oral communication, adaptable at all levels across the university.
• Experience preparing budgets, forecasts, and financial plans.
• Proficiency in Excel.

Responsibilities

• Evaluate operational procedures and implement improvements for patient service and efficiency.
• Monitor productivity statistics and financial indicators; report findings to faculty.
• Ensure compliance with policies and procedures; manage budget forecasts and P&L.
• Oversee clinical practice operations including training and day-to-day activities.
• Develop proposals for program initiatives and analyze financial impact.
• Manage EMR implementation and ensure medical record protocols.
• Develop communications to support mission and public relations.
• Schedule clinician work assignments for best space utilization and productivity.
• Stay current in practice management; participate in professional activities.

Skills

Managerial skills

Time management

Communication

Budgeting

Excel

Education

Bachelor's degree + 6 years experience

Tools

Excel

Job description

Overview

Yale Orthopaedics & Rehabilitation is committed to delivering exceptional quality and value-driven patient care by fostering a culture of respect and well-being, pursuing innovations and diversity across clinical, research, and educational settings, and supporting our local and global communities. Our academic department’s faculty members mentor, operate alongside, and conduct research with medical students, residents, fellows, and international scholars to develop the future leaders in orthopaedics and discover novel ways to continuously improve patient quality of life.

Required Skills And Abilities

• Well-developed managerial, decision-making, planning, organizational, problem-resolution and leadership skills with the ability to manage people on a day-to-day basis and inspire a high level of commitment and performance.
• Demonstrated ability to manage time and resources effectively, measure and monitor progress and redirect efforts as needed and anticipate changes in the business environment and proactively manage change.
• Excellent written and oral communication skill with the ability to adapt communication style and negotiate skillfully to address the needs of individuals at all levels throughout the university.
• Demonstrated ability preparing budgets, forecasts, and financial plans.
• Proficiency in Excel.

Preferred Skills And Abilities

Thorough working knowledge of accounting, financial reporting and analysis, and fund accounting preferred Experience integrating multiple, complex pieces of financial information to identify themes, trends, and issue. Database management skills.

Principal Responsibilities

• Evaluates the effectiveness of operational procedures and makes immediate changes to facilitate the highest level of patient service and efficiency. Identifies issues that impede delivery of quality patient care; develops and implements short-term improvements and plans for long term process improvements. Partners with members of the leadership team to develop long term objectives for the practice related to productivity, compliance, communication and patient satisfaction. 2. Monitors and analyzes monthly productivity statistics and key financial indicators to assess accuracy and effectiveness of processes, and identifies trends or items requiring immediate corrective action. Reviews physician productivity and billing data regularly. Provides comprehensive detailed summary of findings to faculty including approaches to enhance efficiencies and overall reimbursement of clinical services. 3. Monitors and enforces compliance with YMA Policies and Procedures, Practice Standards, HIPAA regulations and Billing Compliance standards throughout all operational activities. Develops budgetary forecasts and profit and loss statements for the practice. Oversees the monitoring and enforcing of customer service standards for staff members addressing deficiencies. Resolves complicated billing, collections, and patient service issues by interfacing with YNHH, YMA management, faculty and other clinical Practice managers. Interfaces with YNHH and YMA Group-Patient Financial Services regarding clinician credentialing. 4. Oversees clinical practice operations of section by ensuring appropriate training, ongoing education, and monitoring of day-to-day activities. Works with the clinical leadership and other key departmental clinical/administrative staff on matters relating to practice performance and clinical issues in accordance with budget, goals and benchmarks. Provides leadership and direction to clinical staff where appropriate. 5. Researches and develops proposals for internal and external program initiatives and new clinical opportunities and advises leadership on the financial impact of new projects or initiatives. Prepares special analyses, reports and complex financial modelling to support the decision-making process. Negotiates contracts for consulting, physician leasing, affiliated hospital agreements and all other clinical agreements and managed care contracts. Analyzes proposals and determines cost, benefits, risks and liabilities. 6. Manages implementation of electronic medical record within the Practice. Streamlines communications between EMR team, physicians, and clinical staff. Establishes, implements and monitors medical record protocols and procedures. Ensures office compliance with Federal/state/local regulations. 7. Develops multifaceted communications via print, web and video to optimize and support the section’s mission to provide compassionate, state-of-the-art medical care for enhanced patient outcomes. Monitors patient satisfaction through surveys and other feedback plan responses to improve performance based on section specific goals. Recognizing the key drivers for marketing and communicating the mission and goals of the practice, develops and organizes initiatives for enhancing physician relations, customer satisfaction, community involvement, advertising and public relations. Ensures that all media is in compliance with guidelines established by University & YMA and that faculty/staff are aware of and abide by policies. 8. Establishes and monitors clinician work schedule assignments for best utilization of space and maximum productivity. Represents department with regard to facility concerns, maintenance and security. 9. Keeps current in practice management and process improvement concepts through involvement in professional organizations, seminar attendance, user group meetings and individual research. Required Education and Experience Bachelor's degree in relevant technical field and six years of related technical experience; or an equivalent combination of education and experience.

Job Category

Manager

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Manager; Program Leader (25)

Salary Range

$82,000.00 - $131,500.00

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It’s Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.