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Division Administrator

Job ID: 213636
Category: Management/Leadership
Work Type: FT
Location: Philadelphia, PA, United States
Work Schedule: Per Departmental Needs

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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?

Department:  Medicine

Division: Hematology Oncology

Location: Philadelphia, PA

Shift: Day / Per Departmental Needs


Responsible for working as the administrative and business partner of the Division Chief of Hematology Oncology. Provides administrative leadership for faculty practice clinical, restricted funds and endowments and research operations. Responsible for oversight and general management for the Division across all missions. This division is comprised of over 150 faculty, 32 fellows, 100 APPs, and 400 clinical and research staff, clinical operating expenditures of $125 million, and $35 million in grant revenue. The DDA is also responsible for coordinating efforts with Cancer Service Line (CSL) and Hospital leadership at Hospital of the University of Pennsylvania (HUP), Penn Presbyterian (PPMC), Chester County Hospital (CCH) and Pennsylvania Hospital (PAH).

The division operates outpatient at Penn Center for Advanced Medicine, PAH, Valley Forge, Radnor, Sewell, Voorhees, Cherry Hill, Woodbury Heights, Kennett Square, West Chester, and Exton with over 200,000 ambulatory visits annually. Inpatient services are provided at HUP, HUP-Cedar, PPMC, PAH, CCH, Brandywine and Virtua. The Division’s faculty see patients in an outpatient practice managed by PPMC as well. Oversees and directs overall divisional business planning and financial management, ensuring the accomplishment of divisional goals and objectives.

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.

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.

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, Cancer Service Line (CSL), the Abramson Cancer Center leadership, and hospital partners including Infusion 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 CSL leadership to enhance quality and resolve inefficiencies

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 CSL 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.


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

Maintains strictest confidentiality.

Other duties as assigned.

Skills and Abilities:

Skilled in exercising initiative, judgment, problem-solving, decision-making.

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

Skilled in organizing work to achieve goals and objectives.

Ability to analyze and interpret complex data.

Ability to research and prepare comprehensive reports.

Ability to research and prepare comprehensive reports.

Ability to monitor quality control standards.

Ability to communicate clearly.

Ability to communicate clearly.

Education / Experience Required

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

    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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