Require Department Administrator in Irvine, CA

Job title: Department Administrator

Company: University of California

Job description: Job Opening ID: 59651



Reports To: Department Chair



Working Title: Department Administrator



Department: Psychiatry & Human Behavior



Bargaining Unit: 99



FLSA: Exempt



Payroll Job Code: 000548



Job Location: UCI Campus- Irvine



Percent of Time: 100%



Work Schedule: 8-5, M-F



Position Summary:



The Department Administrator (DA) for the Department of Psychiatry and Human Behavior reports to the Department Chair with a dotted line to the Associate Dean of Administration and Finance. With minimal supervision, the DA is directly responsible for all administrative operations encompassed within the department's tripartite mission of Discover, Teach and Heal. In partnership with the Chair and faculty leadership, the DA is responsible for developing short and long-range planning of administrative and financial goals and objectives. The DA coordinates and implements all department functions and carries out strategic support initiatives and other special projects as directed by the Chair. The DA serves in an advisory capacity to the Department Chair on all matters related to the department's business operations, taking initiative to develop administrative policy as required and works close with the Chair to facilitate effective decision-making processes. The DA serves as the main point of contact with the department for non-medical issues and serves as a liaison with other departments, the School of Medicine Dean's Office, Clinical Affairs, Medical Center Offices as well as other campus offices and organizations and as administrative liaison for affiliated hospitals and external agencies. Administrative responsibilities of the DA include: human resources management of approximately 50 staff, 30 full time faculty, 2 part time faculty, 97 volunteer faculty; strategic planning; annual preparation and financial management of $34 million budget; extramural and industrial relations; contracts and grants totaling approximately $12 million annually professional fee billing totaling $8 million annually; practice management of 2 departmentally managed clinics; active participation in the hospital managed clinics; affiliation agreements; residency program administration consisting of 34 residents and 7 fellows; space and facilities management for approximately 35,500 assigned square footage; equipment resources and planning; Information Technology; marketing and fundraising as well as regulatory compliance and policies related to administrative activities.



Total Compensation:



In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our and .



$123,500.00 - $241,900.00 (Annual Salary) Expected Pay Range within the Full Salary Range $123,500.00 - $241,900.00 (Annual Salary)



Required:



Minimum 7 years experience in providing advanced management/leadership in an academic healthcare or clinical environment, preferably in a higher education institution.



BA/BS or advanced degree in Public Administration, Healthcare Administration Business, Human Resources, or related discipline, or equivalent combination of education/experience.



Demonstrated ability, using critical thinking skills, to effectively lead, manage, supervise and strategically plan administrative and fiscal operations. Advanced management/leadership experience in an academic healthcare environment. Demonstrated leadership skills to direct and motivate staff. Demonstrated ability to effectively administer and manage complex department operations and programs based on analysis, judgment and knowledge of applicable government, institutional and other policies and regulations in an academic environment. Management experience in a multi-programmatic and multidisciplinary work environment involving areas such as research, teaching, and patient care. Experience managing and/or supervising multidisciplinary technical and professional staff. Must possess excellent interpersonal and diplomacy skills, and the ability to build collaborative relationships at all levels with proven ability to exhibit tact and diplomacy in sensitive situations. Experience in effectively managing human resources problems particularly involving employee relations issues. Experience performing space allocations, managing facilities and renovations or capital projects. Must have innovative problem solving and troubleshooting skills with ability to make sound recommendations. Experience in navigating in a large, complex organization with an understanding of the big picture; how the parts fit together and how to get the information necessary to resolve problems and trouble shoot. Excellent written and verbal communications skills necessary to communicate complex material. Strong organizational skills and the ability to independently establish and set conflicting priorities. Skill to write formal reports, preparation of business plans, pro formas, presentations, correspondence and other written material using proper English, grammar and punctuation. Demonstrated experience with financial management including budget and report preparation, analysis and forecasting across multiple funding sources from affiliation agreements, federal, state general and contract funds, grants, gifts, endowments, education and professional fee revenue. Experience in conducting long and short-range financial planning. Experience effectively developing and managing clinical budgets and interpreting and summarizing clinical FTE, revenue and productivity data. Experience in establishing and maintaining complex financial control and reporting systems. Experience with online accounting systems. Experience in contract and grant administration management. Knowledge of cost accounting standards for Contracts and Grants. Contracts and Grants experience with pre-award, submission and post award processes. Knowledge of federal, state and privately sponsored contracts and grants. Experience working with Professional fee billing, monitoring professional fee revenue and billing policies and procedures. Experience with clinical operations in order to maximize charge capture and professional fee collections. Knowledge and familiarity with third party reimbursement guidelines as these apply to professional fee billing for physicians. CMS regulations as they apply to training hospitals. Working knowledge and experience with computerized information systems and personnel computing operations.



Preferred:



Experience with UC HIPAA compliance. The ability to read and comprehend complex research protocols. Experience with UC Academic personnel titles, series and rank as it relates to merit and promotion policies and procedures. Experience with UC Accounting, payroll and purchasing processes, procedures and systems. Experience in the development and management/administration of a medical school department or similar clinical environment. Experience working in a health care setting. Experience with current health care credentialing and ability to interpret new policies for Medicare, Medi-Cal and other third party carriers. Familiarity with service agreements and medical group reimbursement policies UC Staff personnel policies, procedures and programs. Experience with UC Academic personnel policies and procedures including faculty recruitment Experience with UC Staff personnel policies and procedures. Experience with medical practice management and oversight of faculty practice. Experience with JCAHO requirements.



Special Conditions Required:



Must pass a background check.



Conditions of Employment:



The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan


• Legal Right to work in the United States


• Vaccination Policies


• Smoking and Tobacco Policy


• Drug Free Environment

• California Child Abuse and Neglect Reporting Act


• E-Verify


• Pre-Placement Health Evaluation

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