Division Administrator

Columbia University Irving Medical Center; New York (NY); On-site; USD 130,000 - 140,000; Full time

Job summary

Columbia University Irving Medical Center is seeking a Division Administrator responsible for the operations of two academic divisions focused on clinical care, research, and education. This pivotal role requires financial management and strategic planning skills.

The ideal candidate will possess a Bachelor's degree and five years of experience in a related field, with a Master's degree preferred. The position offers a competitive salary range between $130,000 and $140,000.

Qualifications

• 5 years of related experience in administration or management.
• Experience in academic medicine or clinical practice.
• Grants management knowledge.

Responsibilities

• Oversee financial operations and budget management.
• Work closely with faculty to ensure efficient department operations.
• Manage human resources functions for clinical staff.

Skills

Financial/budgetary experience

Organizational skills

Communication skills

Process improvement

Education

Bachelor’s degree or equivalent

Master’s degree preferred

Job description

Grade 106

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $130,000.00 - $140,000.00

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Division Administrator is administratively responsible for the effective and efficient operations for two of our academic divisions – focusing on robust clinical care, research activities and educational programs. Divisional faculty typically have both ambulatory and inpatient components to their clinical work. The Division Administrator is the Department’s key administrative leader of these divisions and works as a partner to the two Division Chiefs.

Financial

• In coordination with the Department Administrator/CFO/Vice Chair, Finance & Administration and the Department’s Director of Finance/Budget - Develop, monitor and present divisional budgets for the fiscal year.
• Monitor budget variances, identify areas for financial improvement, business development and strategic planning.
• Work with Division Chiefs on strategic plan for avenues of growth and in the physician compensation model.
• Creation and implementation of recruitment/replacement business plans.
• Actively manage the Division’s financial arrangements with the relevant NewYork-Presbyterian counterparts. Collaborate with relevant leaders for timely, accurate and appropriate payments in a multi-faceted system including Joint Budget, Invoicing & Contracts.
• Grants management monitoring in partnership with the Department’s Research Administration team.
• Reconciliation and reporting for research start-up accounts in collaboration with the Research Administration team who will report on pre and post-award activities.
• Creation and maintenance of master service agreements with outside hospitals.
• Invoice and reconciliation of clinical and research purchase orders.
• Monitor budgets and invoicing for clinical trials.
• Prepare budget projections for clinical revenue.
• Conduct regular reviews of clinical inpatient and outpatient billing and develop solutions for controllable activities.
• Work closely with Division Chiefs to allocate and monitor time and effort (CARE model) for each physician.
• Review Faculty Relative Value Units (RVU’s) on a monthly basis. Disseminate data to the physicians and look for trends or variances in clinical volume that impact the revenue projections.
• Identify cost saving and efficiency opportunities and execute plans with the Divisions and Department.
• Approve and administer expense reimbursements for faculty and staff.
• Prepare and review of salary rosters created annually.
• Ensure adherence to Columbia University policies and compliance of SOPs are followed for the revenue cycle processes and budgets.

Clinical

• Work closely with departmental site Clinical Practice Manager(s) to oversee daily operations of the outpatient clinical area.
• Review SOPs and disseminate information to the staff.
• Work with Departmental leadership to ensure patient safety and Joint Commission policies are being followed.
• Review Patient Satisfaction Reports and look for trends and improvements.
• Actively manages machine and equipment inventory, establishes & maintains a system for maintenance & replacement.
• Creation of inpatient and outpatient physician schedules and monitoring for robustness.
• Implements new clinical workflows to ensure ease of patient access and satisfaction.

Administrative/Human Resources

• Collaborate with Human Resources for hiring; appointment & promotions; salary allocations; credentialing for current and incoming faculty.
• Responsible for communications to staff regarding questions on HR policy (i.e. time and leave, maternity leave, performance improvement plans, etc.)
• Manage the performance for all staff. This is inclusive of implementing and facilitating annual performance appraisals and performance improvement plans, when needed.
• Assures adequate staffing coverage for clinical and research operations.
• Ensures compliance with all CUIMC regulatory requirements.

Relationships/Communication

• Direct reporting relationship to the Department Administrator/Chief Financial Officer/Vice Chair, Finance and Administration and partners with the two Division Chiefs.
• Works closely with NYP hospital & nursing leadership to communicate, operationalize and enhance workflows through inpatient and outpatient areas.
• Identifies and communicates divisional needs.
• Work with NYP clinical and operational leadership to ensure continuity of care for patients across all settings.
• Works collaboratively in a matrixed & large academic medical center.
• Provides staff feedback on performance improvement opportunities.
• In conjunction with the Development Office, work closely with philanthropic organizations to raise funds for the Division.
• Demonstrates a professional attitude to all levels of leadership, staff and the community.
• Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor’s degree or equivalent in education and experience required; plus five years of related experience

Preferred Qualifications

• Master’s degree preferred.
• Academic Medicine management experience.
• Clinical Practice Management experience.
• Demonstrated strategic and innovative thinking, business implementation.
• Proven track record of process improvement.
• Grants management knowledge.

Other Requirements

• Financial/budgetary experience, including budget development and management.
• Energetic contributor and willing learner.
• Ability to prioritize tasks in a thoughtful manner.
• Organized and detail-oriented with strong physician relations skills.
• An ability to effectively navigate and communicate with all levels of cross-functional leadership.

Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.