HLA Lab Operations & Finance Manager

City of Hope; California; On-site; USD 70,000 - 90,000; Full time

Job summary

City of Hope, Inc. is looking for an experienced professional to support the operational and financial performance of their Histocompatibility & Immunogenetics Laboratory. The role will involve budget management, staff oversight, and improving productivity, while ensuring excellent patient experiences.

Candidates should possess a Bachelor's degree and have at least 2 years of relevant experience, preferably with EMR and LIMS systems knowledge. This is an opportunity to contribute meaningfully to a pioneering organization dedicated to fighting cancer and other life-threatening diseases.

Qualifications

• 2 years of experience with related administrative and project management responsibility.
• Experience implementing and managing technology applications in a healthcare or laboratory context.
• Understanding of laboratory operations or hospital environment.

Responsibilities

• Manage financial performance of the HLA & Immunogenetics Laboratory.
• Oversee billing processes ensuring outstanding invoices are collected.
• Coordinate facilities and space planning for the laboratory.
• Analyze metrics and data for operational improvements.
• Manage user access and troubleshoot EMR/LIMS issues.

Skills

Financial management

Billing management

Project management

Staff management

Data analysis

Education

Bachelor’s degree in healthcare, business, or related field

Master’s degree (preferred)

Tools

EMR systems

LIMS

Epic

Job description

Join the transformative team at City of Hope, where we're changing lives and making a real difference in the fight against cancer, diabetes, and other life-threatening illnesses. City of Hope’s growing national system includes its Los Angeles campus, a network of clinical care locations across Southern California, a new cancer center in Orange County, California, and treatment facilities in Atlanta, Chicago and Phoenix. Our dedicated and compassionate employees are driven by a common mission: To deliver the cures of tomorrow to the people who need them today.

This role is responsible for supporting the operational and financial performance of the Histocompatibility (HLA) & Immunogenetics Laboratory at City of Hope (COH). This position shares the responsibility of the development and maintenance of annual budgets; shares accountability for financial performance; identifies and pursues financial performance improvement efforts; manages administrative staff; leads efforts to contact clients and resolve billing and collections issues; oversees client testing agreements; and ensures timely renewals of equipment maintenance agreements and software licensing. This position also provides systems administrative support for our LIMS and EMR systems. Collaborates with Finance, Hospital Administration, Supply Chain, Contract Management, and IT leadership to ensure efficient operations and growth within the lab and executes plans to improve productivity, capacity/utilization, resource management, and patient experience.

As a successful candidate, you will:

Financial Management

Budget Planning Support

• Determination of supply volumes, pricing, and determination of amount needed for next budget. In addition, evaluates staffing needs (overtime, vacancies, evaluation). Significant role in determining promotions and increases in salary.

• Monitoring monthly expenditures to conform and/or meet budget goals on a monthly and annual basis.

Billing Management

• Monitor and maintain billing matrix for COH and lab outreach billing, including updating pricing changes and CDM maintenance.

• Ensure collection of outstanding invoices.

• Troubleshoot billing charge issues in Epic.

Maintenance Agreements Management

• Manage pricing and renewals of lab equipment service agreements and software licenses.

• Oversees purchase of equipment. Works with Strategic Sourcing to negotiate with vendors for best pricing, maintenance contracts, and reagent prices.

• Responsible for handling repair quotes outside of the maintenance agreements.

Space Planning

• Responsible for coordination of facilities and space planning (new installs, remodels, renovations, etc.)

• Determines physical site availability for new equipment and personnel.

Client Contract Management

• Manages renewal of testing agreement contracts between the HLA lab, COH, and outreach clients.

• Coordinates and implements onboarding of new clients.

• Manages renewal of the Disaster Backup Laboratory Services Agreements.

Administrative Policies & Procedures Management

• Maintain policies and procedures that meet the laboratory’s associated regulatory agencies.

Decision Support and Analytics

• Proactively analyze metrics and data to present recommendations to improve operations and patient experience.

• Data gathering, analysis and validation.

• Prepare presentations for meetings (business development, billing, quality control)

• Prepare business justification for new programs, positions, and equipment.

• Forecast financial performance and make recommendations for improvement.

LIMS and EMR Management

LIMS Systems Administrator

• Manage user access and security.

• Troubleshoot system issues.

• Oversee design, development and implementation of new and existing interfaced third-party systems and enhancements.

• Monitors billing messages for accuracy. Checks billing messages are filed to Epic properly.

• Review and validate changes related to the billing from HistoTrac.

Epic/HistoTrac Interface Support

• Support EMR/LIMS interface projects via development, testing, and validation.

• Member of UAT and Clinical Workflow Team.

Staff Management

Administrative Staff Management

• Provide administrative oversight and support for the HLA administrative staff.

• Conduct periodic performance feedback meetings with and complete annual performance reviews

Human Resource Tasks

• Initiate internal hiring processes, recruitment, and onboarding of faculty and non-faculty.

• Coordinate logistics (postings, etc.) of employee recruitment.

• Manage staff and faculty time through Centricity and approve time sheets to payroll.

• Lead personnel actions for department staff and/or faculty as requested.

Your qualifications should include:

• Bachelor’s degree in healthcare, business, or related field.

• 2 years of experience with related administrative and project management responsibility, including experience implementing and managing technology applications.

• OR, 2 years of experience in a hospital or laboratory environment. Understanding of healthcare and/or laboratory operations.

• Minimum experience can be fulfilled with advanced degrees (e.g., MBA, MPH, MHA or similar).

• Preferred:Master’s degree in Leadership and Organizational studies a plus; MBA, MPH, MHA.Lean Six Sigma.