UNIV - Division Administrator - Department of Medicine: Division of Hospital Medicine

Job Description Summary

The Division Administrator will be responsible for the Division of Hospital Medicine and will report directly to the Vice Chair of Finance and Administration for the Department of Medicine and will have a matrix reporting relationship to the Division Director of Hospital Medicine. This position is responsible for the overall operations of the Division, which includes financial management, support services, purchasing and inventory, information systems, medical staff privileging and credentialing, faculty contracts, security, health and safety, compliance, human resources, and academic affairs.

The Division Administrator collaborates with the Division Director, providing financial guidance, background information, and management advice and providing counsel to faculty and staff concerning administrative processes associated with clinical operations, and finance. The Division Administrator is responsible for the financial analysis and programmatic oversight for the clinical practice. The Division Administrator has a high degree of authority and, in partnership with the Division Director, directs strategic business, program and policy development and operational planning for the Division. The Division Administrator also serves as the administrative liaison with Division programs with the Department of Medicine and College of Medicine regarding administrative issues.

This position requires an ability to direct and manage multiple priorities, quickly analyze situations and make sound financial decisions utilizing effective time management skills, good business acumen and administrative judgment. Creativity and excellent personnel management skills are very important. This position must have a highly effective level of communication with the Chair, Vice Chairs, Division Director, faculty and staff and the ability to work very collaboratively to achieve the goals of the department.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000971 COM DOM Hospital Medicine CC

Pay Rate Type

Salary

Pay Grade

University-08

Pay Range

68,397.00 - 97,472.00 - 126,547.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

35% - FINANCAL MANAGEMENT

• Manages and monitors a large and complex Divisional budget in excess of $15 million. Supervises the fiscal management of financial resources for the Divisions, including financial planning, budgeting and accounting functions. Has decision-making authority and must exercise independent judgment to facilitate the optimal use of division resources.

• Establishes the divisional financial management policies, coordinates the preparation of regular financial reporting which is provided to the Division Director. Ensures compliance with the policies and procedures of the University, Department, and those of federal and other funding agencies.

• Designs, implements and ensures currency of procedures and documentation to assure fiscal compliance with University, State and Federal guidelines and laws involving personnel/payroll, purchasing, budget management and travel.

• Establish budgets, process personnel and non-personnel transactions and reconcile financial records each month. Provides the oversight, management and monitoring functions for the Division operating budgets, grant and gift budgets, applying appropriate stewardship of available funding streams.

• Manages these budgets to assure compliance with the complex University, State and Federal requirements. Monitors cash balances as well as verifying the accuracy of AR. Ensuring timely receipts of all invoices (AR).

• Ensure all reporting deadlines are met. Reviews monthly payroll reports for consistency with individual effort and funding. Insure timely submission of effort reports. Prepares and maintains administrative and business reports and records.

• Administer the process for the allocation of funding of faculty salaries.

35% - HUMAN RESOURCES

The Division of Hospital Medicine has over 55 faculty members, 9 APP’s and 2 staff members as well as a $15 million unrestricted expense budget. The Division Administrator of Hospital Medicine has two direct reports. The University has a large and complex personnel system. The Administrator must understand and appropriately implement the varied policies and procedures for faculty, classified staff, professional staff, residents/fellows, temporary staff and other personnel. This requires close interaction and uniformity with the Department and College of Medicine HR efforts.

• Specifically, the Division Administrator will:

• Coordinate, along with the Division Director the recruiting, hiring and credentialing processes for faculty members.

• Oversee the Division staff to coordinate and track physician and other provider licensure and certification including licenses, ensure that all are up to date, along with coordinating and track physician and other provider clinical credentialing.

• Facilitate the annual faculty evaluation and contracting processes, along with compensation planning and calculations.

• Manage division support staff. Prepare and coordinate all personnel actions (posting vacant positions, hiring new staff, position descriptions).

• Coordinate annual personnel evaluation process, meeting all institutional deadlines.

• Oversee submission of time off requests in OurDay and ensure that leave taken is recorded appropriately.

• Oversee timekeeping for bi-weekly employees.

• Ensure the Division's personnel employment activities and practices are in compliance with Department, School, University and State personnel policies and procedures.

• Ensure the correct and proper maintenance of Divisional personnel files, including vacation/sick leave records, time-keeping and related supporting documents.

• Ensures appropriate record confidentiality is maintained in compliance with University policy and state and federal regulations.

• Provide advice and counsel regarding personnel decisions.

• Initiate, review, and recommend personnel actions including promotions, salary actions, employee performance evaluations, training and terminations for staff personnel and be responsible for all Faculty and Staff HR and payroll activities.

20% - CLINCAL OPERATIONS

• Work collaboratively with the Division Director to ensure Department’s clinical providers and staff meet compliance and regulatory requirements.

• Analyze and recommend action concerning clinical productivity and physician billing activities. Assist in design of management reporting systems to facilitate the Division’s ability to monitor and manage the clinical enterprise.

• Responsible for planning, directing and coordinating programs and services across MUSC Health entities including the Regional Health Network and other Affiliated entities. multiple entities.

• Partner with divisional physician leaders to implement the complex and multifaceted provider schedules and managing coverage 24/7. Is responsible for staff management and relationship management with alignment of physician leaders across the section.

5% - STRATEGIC PLANNING

• The Division Administrator works with the Division Director on strategic initiatives including growth, quality and other areas of improvement.

• As the Division’s financial and administrative manager, the Division Administrator is responsible for partnering with the Division Director to develop and implement strategic business initiatives for the Division.

• This includes preparation of business analyses, proposals, implementation plans for new programs, and the design and implementation of changes to existing programs.

5% - COMMUNICATION

• Communicate effectively with DOM management staff, MUSCP and MUHA Leadership, division faculty, institutional representatives and others to optimize division administration. Assist Division Director with the development and communication of divisional policies and procedures.

• Clearly and professionally communications program matters with diverse stakeholders and communicate financial information clearly and concisely. Verbal communication skills are professional. Adapt communication style to suit different audiences, from technical finance teams to non-financial staff.

• Provide timely responses to inquiries via email, meetings, and other business communication channels.

• Maintain confidentiality while conveying sensitive financial information.

• Presents high level overview and detailed financial data, including variance explanations of al programs at monthly meeting with Leadership.

• Prepares for and participates in faculty meetings

• Meets routinely with program faculty and grant PI’s to review status of contracts, grants and other sponsored agreements

Preferred Additional Knowledge and Skills: 

• Master's degree in Business Administration, Health Care Administration or related field preferred, plus 3 years business administration, health care administration or finance work experience.

• High proficiency in all aspects of MS Office Suite, particularly Excel.

• Experience in financial management and a working knowledge of academic physician practice preferred. 

• Experience in recruitment and the onboarding process of new physicians and advanced practice providers preferred.

• Proven track record of excellent organizational, analytical, and interpersonal skills required and the ability to function within a complex environment comprised of a wide range of individuals both within and outside of MUSC.

Additional Job Description

Minimum Requirements: A bachelor's degree and five years relevant experience in administrative services, public administration or business management. Master’s degree will count for two of the five years.

Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Frequent) Ability to see and recognize objects at a distance. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

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