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Division Director of Finance and Administration

Job ID: 164857
Category: Management/Leadership
Work Type: FT
Location: Philadelphia, PA, United States
Date Posted: Dec 9, 2022
Work Schedule: Per Departmental Needs

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Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Division Director of Finance and Administration

Location: Philadelphia, PA

Department: Medicine, Division of Endocrinology, Diabetes, and Metabolism

Education or Equivalent Experience:

Bachelor's Degree Business Administration, Public Health, Health Care Required.

And 10+ years Healthcare administration in a clinical environment and two years’ staff management experience Required.

Master's Degree Preferred

Summary:

Responsible for working with the Division Chief as administrative and business partner. Provides divisional administrative leadership for faculty practice operations and finance. Provides strategic direction for ambulatory operations and divisional finances, ensuring the accomplishment of divisional goals and objectives. In addition to accountability for divisional clinical and financial operations, the DDA is accountable for all aspects of the division’s research (including Clinical Trials) administration, human resources, revenue cycle, communications, strategic planning, and space planning. Responsible for oversight and general management for the Division comprised of 26 total faculty, 8 fellows in training, and approximately 50 clinical/research staff, annual clinical and research expenditures of over $22 million, and over 50,000 patient visits annually.

The DDA directly supervises the Division’s grants management team, including two Grants Managers and a Grants Coordinator, as well as the Division’s business office staff which consists of a Financial Analyst, Financial Coordinator, Administrative Coordinator, and Executive Assistant. The DDA also oversees the activities of three Practice Managers spread across three different clinical locations and the Division’s Fellowship Coordinator. The DDA is responsible for all divisional Human Resources activities and is responsible for integrating the financial stewardship of the Division’s Health System and University operations.

The DDA provides works alongside Chief to provide direction on strategic initiatives such as quality targets, growth opportunities, marketing, IT prioritization, access initiatives, and various areas of focused improvement by the health system in both the ambulatory and acute care setting. The DDA partners with the Division Chief in building and enhancing positive relationships with university leadership.

The DDA also personally spends time with patients, faculty, independent UPHS physicians, referring MDs and volunteers to understand their respective needs and expectations, to build relationships, and to gauge patient/customer satisfaction. Ensures patient and customer satisfaction through comprehensive and continuous measurement of customer satisfaction for all key customer groups. Interfaces with industry associations as a representative of the organization to identify benchmarks.

As a research-intensive division in the Department of Medicine our faculty and staff provide state-of-the-art clinical care for patients with diabetes and endocrine disorders and generate new knowledge with the ultimate goal of improving our understanding and treatment of these diseases. The research is fostered by Penn's NIH-funded Diabetes and Endocrinology Research Center, one of 17 such centers in the United States. We also teach endocrinology to medical students and residents, while training the next generation of endocrinologists and diabetologists through our outstanding fellowship program, funded in part by a training grant from the NIH.

Responsibilities:

Faculty

1. Work with faculty and advise Division Chief of relevant issues, including UPHS and PSOM operational problems/policies and faculty issues. Offer resolutions and recommend changes and provide support to Chief, including drafting responses to requests for information or representing Chief in discussions with faculty or departmental meetings.

2. Meet with faculty on an as-needed basis to explain incentives, effort, productivity, salary allocation, increase requests, compliance issues, etc.

3. Provide data to individual faculty, including volume statistics, residency billing statistics, incentives, productivity measures, research funding, research proposals submitted and publications.

4. Administer the faculty compensation and clinical and research incentive plans and programs.

Additional Scope of Work: Faculty Practice Administration

• Advise Division Chief of relevant issues and governance, including operational problems/policies and faculty issues. Provide support to Chief, including offering resolutions and recommend changes, drafting responses to requests for information, and representing the Chief in discussions with faculty or departmental meetings. Includes developing and supporting faculty, enhancing social engagement as well as academic achievements. Facilitate rapid recruitment processes and supporting transparency in analytics and documentation.

• Work alongside Division Chief, Vice Chief of Clinical Affairs, and clinical leaders to chart course of programs, program improvement, and program effectiveness; provide strong project management for divisional initiatives. Align priorities, build support, encourage transparency and inclusiveness, and garner needed resources to execute and achieve priorities.

• Oversees administrative aspects of faculty recruitment including requests to recruit, enhance diversity, aligning financial support, and timely execution of offers to candidates. Assures faculty are on-boarded effectively within their subspecialty program with requisite licensures and credentialing obtained. Works closely with the Manager of Faculty Affairs to align and maintain faculty academic plans.

• Drive faculty engagement by working with faculty and meeting with senior faculty leaders on an as needed basis to develop programs, enhance mentoring, explain incentives, effort, productivity, salary allocation, increase requests, compliance issues, etc.

• Oversee the provision of data to individual faculty and managers, including volume statistics, billing statistics, incentives, productivity measures, research funding, research proposals submitted, and publications.

• Administer the faculty compensation and incentive plans and programs with attention to equity and transparency. Continue to evaluate faculty compensation models to align with Divisional priorities.

Clinical Operations

1. The DDA works through the Department’s Director of Operations to assure practice capacity for programmatic needs and faculty experience. Further, the DDA maintains accountability for operational issues that impact the Division and its faculty.

2. Work with the Chief to develop and interpret clinic and departmental policies, objectives and procedures.

3. Oversight of physician and clinic schedule utilization and management.

4. Works with DOM Associate Chief Operating Officer and DOM Research Administration to resolve problems related to utilization of facilities, equipment and supplies, including space allocation and space surveys related to clinical and research operations respectively.

5. Assess staffing levels for adequacy of number and skill level of practice and research support staff; includes benchmarking practices against MGMA and UHC data.

6. Develops and markets new services, and expansion across sites with Division and Health System Leadership.

Additional Scope of Work: Clinical Operations

• Interpret Departmental policies, objectives, and procedures to guide administrative and managerial staff in the division at all sites to adhere to best practices.

• Interact with administrative Directors in other departments to collaborate on daily operations as needed and new initiatives to ensure optimization of provider experience and workflow.

• Oversee initiatives pertaining to physician and clinic schedule utilization and management to enhance access to all patients, providing assistance as needed for underprivileged patients.

• Provide guidance and assistance to optimize patient flow, utilization, and space design for clinical practices.

• Working with the Department operations team, resolve problems related to utilization of facilities, equipment and supplies, including space allocation; respond to requests for clinic facility improvements including construction, renovation, and purchase of equipment.

• Monitor practice activities to ensure cost-effectiveness of operations and high-quality health care for patients of all backgrounds and all accepted insurance providers.

• Assist with developing and marketing of new products and services.

• Interact with perioperative leadership to enhance quality and resolve inefficiencies

Budget/Fiscal/ Revenue Cycle Management

1. Direct and manage Divisional financial and revenue cycle operations.

2. Create, prepare, implement, control and monitor clinical and research budgets; responsible to explain budget variances; responsible to offset over expenditures from other budget categories.

3. Collaborate with the Chief to plan, strategize and develop policies and procedures to maximize the organizational and financial position of the Division.

4. Review, analyze, summarize and interpret financial data. Prepare analyses and reports that detail the Division’s financial position. Develop annual reports, financial spreadsheets and other required reports. Establish and maintain systems to manage financial and budgetary information.

5. Responsible for monthly review of financial statements; includes correcting errors, identifying alarming trends, allocating personnel to appropriate cost centers and monitoring staff FTE counts; includes renegotiations of contracts and standing blanket orders, as needed.

6. Work with Department of Medicine Finance office to initiate journal entries, expense and revenue transfers and correct allocation of shared module expenses.

7. Provide guidance and direction to payroll administrator for accurate allocation of expenses charged to the Clinical Practices of the University of Pennsylvania (CPUP) interfund.

8. Manage malpractice insurance, including ensuring receipt of face sheets for all faculty, accuracy of physician category codes and verification of correct billing from CPUP for faculty and fellows.

9. Prepare special reports as required; collect data, prepare report, and analyze statistics; includes reports to the SIC committee of UPHS regarding loss per FTE and productivity per FTE.

10. Calculate and submit quarterly clinical variable pay for qualifying clinical faculty.

11. Provide guidance and direction to payroll administrator for changes to faculty salaries between CPUP and University allocation.

Additional Scope of Work: Budget/Fiscal/ Revenue Cycle Management

• Collaborate with the Chief to plan, strategize, and develop policies and procedures to maximize the organizational and financial position of the Division.

• Direct and manage Divisional finances (clinical and research) and revenue cycle operations: Oversee creation and implementation of clinical and research budgets, control and monitoring of budgets; understand and report out on budget variances, including operational drivers and external impacts.

• Review, analyze, summarize and interpret financial data. Oversee preparation of analyses and reports that detail the Division’s financial position. Develop annual reports, financial spreadsheets and other required reports of the clinical and research missions as well as gifts, endowments and restricted funds.

• Oversee management of malpractice insurance accuracy.

• Submit quarterly clinical incentives for qualifying clinical faculty.

Human Resources/Personnel

1. Oversee personnel administration including staffing, compensation and compliance with CPUP, Hospital, University, School and Departmental policies.

2. Responsible for the interviewing, selection, employment, development, discipline, evaluation and management of clinical practice managers; includes working with practice Medical Directors and Clinical Staff Leads.

3. Responsible for the interviewing, selection, employment, development, discipline, evaluation and management of business office personnel.

4. Responsible for general human resources oversight; provide guidance and direction to managers on posting, recruiting, advertising, hiring, job offers, salary scales, selection and placement.

5. Interprets human resources institutional and departmental policies for faculty and staff; provides guidance to managers with staffing issues, including disciplinary action.

6. Meet with business office staff members on an as needed basis to ensure open communications, provide adequate support structure and allow quick problem resolutions for clinical issues.

Additional Scope of Work: Human Resources/Personnel

• Oversee personnel administration including staffing, compensation, and compliance with CPUP, Hospital, University, School, and Departmental policies. Interprets human resources institutional and departmental policies for faculty and staff; provides guidance to managers with staffing issues, including disciplinary action.

• Responsible for general human resources oversight; provide guidance and direction to managers on posting, recruiting, advertising, hiring, job offers, salary scales, selection, and placement to optimize the fair and just recruitment of candidates of all racial, ethnic and gender identity backgrounds.

• Collaborate with DOM Operations team with interviewing, selection, employment, development, discipline, evaluation, and management of administrative mangers working with Medical Directors and staff leads.

Research Oversight

• Oversee University Business Administrator (BA), particularly with regard to management of research business staff, research space management, grants management, and management of unfunded research.

• In partnership with BA, oversee clinical research finances, and assist with clinical research space management.

Other

• Maintains professional affiliations and enhances professional development to keep pace with health care trends, including the MGMA and APA.

• Maintains strictest confidentiality.

• Performs duties in accordance with Penn Medicine and entity values, policies, and procedures • Other duties as assigned to support the unit, department, entity, and health system organization

Skills and Abilities

X Skill in exercising initiative, judgment, problem-solving, decision-making.

X Skill in developing and maintaining effective relationships with staff, internal Penn partners, clients, regulators, public.

X Skill in organizing work to achieve goals and objectives.

X Ability to analyze and interpret complex data.

X Ability to research and prepare comprehensive reports.

X Ability to monitor quality control standards.

X Ability to communicate clearly.


      We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

      Live Your Life's Work

      We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

         Current UPHS employees must apply HERE
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