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The Department of Laboratory Medicine and Pathology (DLMP) at the University of Washington School of Medicine unites nationally and internationally acclaimed faculty with cutting-edge technology to provide comprehensive diagnostic and personalized service to physicians, community hospitals, external labs, and other healthcare providers. Combining the state-of-the-art testing and informatics capacities of UW Medical Center and Harborview Medical Center with the resources of a teaching and research institution, we are nationally and internationally recognized as an exemplar among highly funded DLMP research programs. Our mission is driven by a commitment to provide excellent patient care in an environment that promotes high-quality teaching and research. The Department includes 160 active paid faculty, 189 non-paid faculty, 27 residents and 22 clinical fellows, and 44 post-doctoral fellows and 37 Ph.D. students. Faculty, staff, and trainees are located at the Seattle Children’s Hospital, Fred Hutchinson Cancer Research Center, Harborview Medical Center, Seattle Cancer Care Alliance, Veterans Affairs Puget Sound Health Care System, and UW Medical Center. The Department offers a BS in Medical Laboratory Science and MS degree programs in Laboratory Medicine.
The department is responsible for all laboratory and pathology services at the University of Washington Medical Center and Harborview Medical Center. The department manages and operates a growing reference laboratory/outreach operation with annual revenues exceeding $40M. The Department has approximately 2,000 FTE who are located at 8 sites around the Puget Sound region. The Department has an annual expense budget in excess of $225M. As the only academic DLMP in the five-state WWAMI region, it serves as a regional resource for training medical students, residents (combined AP/CP program), pre- and post-doctoral fellows, graduate students, and M.D./Ph.D. combined medical scientists.
The Department of Laboratory Medicine and Pathology (DLMP) has an outstanding opportunity for a Vice Chair of Finance and Administration.
The Vice Chair of Finance and Administration (VCFA) will have a direct report to the Chair of Pathology and to the Chief Financial Officer for the SoM. As such, the VCFA has a comprehensive range of responsibilities for Department’s operations at all medical centers as well as research, educational and administrative functions primarily located at SoM space at Health Sciences and HMC. The VCFA is responsible for the overall management of administrative and fiscal operations with combined annual expenditures in excess of $225 million. Core Competencies for this position include professionalism, leadership, communication skills, organizational and analytical skills, and technical and professional knowledge.
As a UW SOM Department VCFA, the incumbent carries out duties prescribed by the directing, overseeing, or partnering institutions and organizations. The critical knowledge and skills are organized into the areas of: Human Resource Management, Financial Management and Development Activities, Operations Management, Practice Plan Management, Information Management, Research Management, Compliance and Risk Management, Facilities Management and Educational Program(s) Management. He/she acts in an advisory capacity to the Chair and various Department committees, providing financial guidance, background information, and management advice. In addition, the VCFA is the Department’s primary working-level interface with the Dean’s Office, the Practice Plans, and other departments in the University regarding administrative issues.
Human Resource Management Manages the human resources of the department, to include the faculty and the department staff, in accordance with University of Washington and School of Medicine policy and procedures. Key human resource (HR) management responsibilities include: •Interpreting and integrating federal, state, UW, SOM, and other local laws and agreements into department policies and procedures •Developing and/or utilizing HR measurement/monitoring systems •Responding to and assisting in needs/requirements for faculty and staff training and coaching •Negotiating faculty/staff relations to represent viewpoints and positions fairly •Monitoring interpersonal dynamics and actions to eliminate physical risks to personal safety •Articulating appropriate workplace behavior and fostering compliance, identifying concerns and/or problems, and utilizing appropriate resources to assist in resolution •Monitoring and updating pay policies against published trends/benchmarks or SOM policies/directives •Coordinating or assisting in the annual Merit Review process for faculty and professional staff •Developing and implementing departmental organizational chart •Coordinating and/or assisting in the faculty Appointments and Promotions (A&P) process •Developing strategic plans for the deployment, recruitment, or retention of faculty •Oversight of medical staff privileges appointment processes for UW Medicine sites •Oversight of site of practice process •Identifying resources to assist in the understanding of the multitude of benefits plans available to faculty •Determining and implementing departmental staffing requirements and filling these positions based on appropriate classifications; reclassifying staff positions as necessary •Identifying core competencies and job responsibilities specific to staff positions and creating clear position descriptions and expectations •Giving/receiving feedback to improve staff and organizational performance
Financial Management and Advancement Activities Manages the financial resources of the department to include budgets and funds from federal, state, practice plan, private, University, and foundation sources to ensure ethical and fiduciary practices. Key financial management responsibilities include: •Interacting with faculty and staff to facilitate the department’s ability to achieve clinical, scientific, and educational goals •Interpreting policies and regulations concerning the department’s financial activities; ensuring compliance with the University’s policies and procedures as well as guidelines from the federal government, state, and other research project sponsors •Development and implementation of internal financial system controls to ensure integrity of all financial transactions in accordance with applicable jurisdictions •Maintaining a working knowledge of the department’s financial operations, funding sources, policies, and procedures •Understanding and appropriately utilizing the department’s multiple sources of income, including clinical practice funds, State-derived budgets, indirect cost recovery funds (RSA/RCR), federal grants, gift and endowed accounts, industry and other sponsored contracts and agreements •Translating department objectives into financial assumptions for short- and long-term planning •Projecting department revenue and expenses and developing budget models to guide the faculty or department •Prioritizing initiatives or programs in line with the department’s financial goals, negotiating or assigning resource allocation, and supporting work teams to achieve revenue/expense objectives •Compiling, interpreting, and communicating financial information to various audiences, including the department leadership, the faculty, stakeholders within UW Medicine, and external stakeholders as appropriate •Providing regular financial reporting, as appropriate, to the Chair and Department faculty - Working understanding and use of reporting tools within the clinical practice plans to produce meaningful reports of clinical activity and trends - Working understanding of UW system of budgets and fiscal reporting and ability to interpret and guide faculty •Calculating clinical financial performance ratios, other metrics, and benchmarks to keep the faculty/department competitive and financially viable •Identifying and using UW proprietary and commercial financial software applications to facilitate department cost accounting, billing/collections where recharge centers exist, forecasting, and planning •Analyzing and controlling budget variances to ensure prudent fiscal management •Designing and monitoring systems of measurement and internal controls to safeguard assets and resources, and to satisfy auditing requirements •Planning, organizing, and directing the department’s financial support operation, including the planning, budgeting, and accounting functions - Developing and implementing appropriate internal controls - Assigning, directing, and reviewing the work of staff who maintain department budgets/accounts - Establishing and maintaining the department’s account management procedures - Implementing appropriate University policies and procedures for payroll, purchasing, travel requests, and reimbursements •Assisting in department advancement activities; helping identify, develop, and cultivate potential and current sponsors, donors, and other sources of gift revenue •Developing and monitoring policies and procedures to direct financial activities and establishing the department’s position on financial matters
Operations Management Manages department operations to ensure the day-to-day and cyclic requirements are met; plans, resources, and monitors programmatic activities; prepares reports, terminates, or continues programs; plans or coordinates marketing documents or activities. Key operations management responsibilities include: •Coordinating a variety of general administrative activities necessary to the department’s day-to-day operations •Understanding and integrating the cyclic operational responsibilities of the UW/SOM/Practice Plans into department planning, policies, and procedures •Understanding and implementing change management processes that include not only organizational dynamics, but also the policies and procedures of approving offices or agencies •Negotiating or building new relationships, partnerships, or coalitions to advance the department’s vision or mission •Assessing the need for additional resources and identifying the source of additional resources to fit with a department initiative or vision •Communicating planning factors to the faculty and staff to integrate activities with requirements or emerging trends •Collecting or assisting in the collection of data and evaluating data to initiate or assist in the initiation of a proposed new program or activity •Building consensus on the most appropriate approach to an organizational issue •Organizing or administering faculty meetings, retreats, or other communicating, decision-making or planning sessions •Ensuring a process is in place to comply with UW records management directives •Understanding and managing training programs to include residency, fellowship, clerkship, undergraduate, and graduate
Practice Plan Management Manages the practice plans(s) of the department to include the member appointment process, budget process, revenue cycle, funds flow projections, pro forma accounting, the incentive plan, and compliance requirements. Key practice plan management responsibilities include: •Forecasting/Planning/Reporting - Translating practice plan objectives into financial assumptions for short-term and/or long-term planning - Projecting practice plan revenue/expenses and developing budget models to guide faculty or the practice - Preparing individual and collective pro forma financial forecasts to help faculty understand the financial impact of their practice - Assisting in the development of the practice Incentive Plan which appropriately rewards eligible faculty - Assisting in the analysis of an individual practice to determine design or change of service to better serve customers - Analyzing/interpreting emerging market trends to position practice(s) to better accommodate new techniques, protocols, or therapies - Preparing practice plan accounting semi-annual accounting/incentive documents and disseminating decisions or results •Revenue Cycle Management - Maintain up to date knowledge and expertise on the evolving coding, documentation, billing and reimbursement developments as pertains neurological surgery. Serve as a primary point person catalyst to the Practice Plans to stay on top of developments - Interpreting and integrating the data and reports that come from the practice plans to ensure appropriate and optimal reimbursement - Analyzing the relationship of fees to coding/diagnosis for appropriate reimbursement to practices - Developing or assisting in the development of charge capture process to improve reimbursements - Collecting and organizing denial data to educate billing faculty to produce “clean” bills •Education and Compliance - Assisting in interpreting and integrating current practice plan compliance directives and policies to ensure that billing faculty are in compliance - Providing assistance in the updating/educating of billing faculty to changes in CPT codes, contracted reimbursement rates, coding, or compliance issues - Work with compliance staff in the auditing of provider documentation and issue resolutions
Information Management Manages the information requirements of the department, to include academic, business, educational and research information needs; incorporating and utilizing the existing Information Technology architecture. Key information management responsibilities include: •Coordinating and managing the department web site and links including all aspects of department functions: clinical sites of practice, service line and outreach activities, research enterprises, faculty biosketches and publications, training programs, and the residency program •Developing written communication materials which may include department newsletter, CME brochures and mailings, development brochures, and other information to support public relations, scientific presentations, development activities •Coordinating and participating in public relations and/or fundraising events including donor relations and representing the department at University and external functions; collaborating with SOM Development for fundraising events and issues - Generating ideas to help market the department’s faculty, teaching programs, research, or clinical practices •Ensuring a viable and secure Information Technology architecture is in place, and educating faculty and staff to the importance of and compliance with a configuration management plan and policy •Assessing short-term/long-term Information Technology (IT) needs of the department and specific faculty, labs, or centers •Assessing and evaluating new IT programs to understand the cost/benefit ratio •Understanding the needs for and assisting in the planning of deployment of new IT affecting the faculty, be it from the medical center, the practice plans, or the SOM/UW •Authorizing and resourcing the procurement of hardware or software as required; assuring compliance with licensing agreements •Ensuring faculty have access to sufficient information to make appropriate decisions, for buy-in with important decisions, or for implementation of decisions •Implementing telecommunication and computer network systems •Ensuring that electronic files and communications are properly backed up and retained in accordance with department, SOM, and UW policies and directives •Interpreting and integrating IT security requirements on a continuing basis - Ensuring maintenance of virus protection, security patches on individual servers, and accountability for software installation - Ensuring security of backup systems •Ensuring proper disposal of surplus information systems
Research Management Manages the research resources of the department, to include grant and contract staff and processes, research staff support, capital equipment, physical plant, IRB, and Protected Health Information compliance issues Key research management responsibilities include: •Designing and implementing administrative procedures for grant and contract administration - Understanding and maintaining UW cost accounting standards •Interpreting and integrating federal, state, industry, and private policies, laws, contracts and agreements regarding research activities at the UW •Assisting faculty in the identification of research sponsorship, pre-submission activities, IRB and animal research requirements, supporting documents and verifications, and submission of grant and contract proposals •Reviewing and approving all department grant and contract applications •Coordinating interactions with the Offices of Sponsored Programs and Grant and Contract Accounting, as appropriate •Coordinating the transfer of research projects from other institutions when their principal investigators become faculty at the University of Washington (newly appointed faculty) •Representing the department in negotiations with federal contract officers and other sponsoring agencies/foundations, as appropriate •Managing funded projects or programs, requesting new budgets or extensions of existing budgets, maintaining active files; accounting for sponsored funds and budgets, procuring budgeted equipment and supplies, assisting in the preparation of periodic reports, responding to queries from sponsor managers/teams, coordinating site visits, and submitting competitive renewals •Managing the quarterly Faculty Effort Certification (FEC) forms required by the federal government where federal funding has been provided •Managing databases related to the collective research of the department to report to various UW, SOM, and federal agencies or offices •Accounting for facilities used in sponsored research through the SIMS, or the current information technology available for that purpose
Compliance and Risk Management Promotes compliance and manages risk in accordance with policies of the University, UW Medicine, and other oversight bodies, to ensure operations and resources are in alignment with mission and requirements. Key compliance and risk management responsibilities include: •Interpreting and integrating federal, state, and industry laws or policies on corporate compliance; topics to include fraud and anti-kick-back, to mitigate risk to the department and to individual faculty or staff •Implementing current HIPAA policies regarding Protected Health Information (PHI), as it is related to IT equipment, email communication, phone or other communication, and proper handling, disposal or destruction of information and documents containing; ensuring all faculty and staff complete required training modules •Assisting the medical centers and other health sciences leadership monitor physical presence by ensuring all faculty and staff receive appropriate identification or access authorization •Ensuring that all spaces, rooms, laboratories have appropriate security measures in place to safeguard information, physical resources, and staff •Building and maintaining relationships with SOM legal and administrative resources and the UW Office of Risk Management to ensure most appropriate actions or response to administrative matters •Building and maintaining relationships with the medical centers’ and UWPD staff to determine various options for security, preventing or managing workplace violence, handling of suspicious mail, etc. •Investigating or referring all claims of inappropriate behavior or actions •Assessing the department for operational risk due to financial management, potential loss of faculty, etc. •Developing and implementing a department-specific internal audit plan for activities that put employees at risk or require corporate compliance •Ensuring that all new employees receive an orientation on health and personal safety, as it relates to the work place; emergency evacuation plans and routes; and resources or contacts to refer to for further information or reporting •Demonstrating understanding of compliance infrastructure for UW Medicine and serving as a department liaison to compliance offices •Integrating knowledge of compliance policies into department operations and guiding full implementation within the department
Facilities Management Manages facilities to ensure effective, efficient, and safe operations and preservation of resources. Key facilities management responsibilities include: •Reviewing, developing, and assigning space to staff and faculty, including research lab areas and offices; coordinating moves and/or relocations of offices, laboratories, and personnel •Developing written material for long-range space planning including major renovation projects; collaborating with the Chair and working with the Dean’s Office when appropriate, to develop business plans and proposals to support requests for additional space •Interpreting and integrating federal, state, UW, and other laws and policies relating to safeguarding of facilities and capital resources •Building and maintaining relationships with the medical centers’ facilities staff to ensure timely correction of deficiencies/repairs to facilities, and to ensure compliance with remodeling and facility modification guidelines •Directing the physical plant related activities such as building/equipment inspections, upgrades; planning for and overseeing all renovation projects •Ensuring compliance with fire and safety codes, which includes working closely with Environmental Health and Safety; ensuring compliance with directed inventories of HAZMAT and other controlled laboratory chemicals or material •Maintaining and managing the department’s equipment inventory system; managing economic life; surplusing or returning capital equipment, as necessary - Tracking department equipment within the University OASIS system - Accounting for department space utilization through the SIMS or the current information technology available for that purpose
Educational Program(s) Management Supports program director(s) and faculty in management of educational program(s). Key educational program management responsibilities include: •Supporting Program Directors (Residency, Medical Student, Fellowship, Graduate, Undergraduate, etc.) and faculty leaders in the management of educational programs - Helping supervise, or directly supervise, educational support staff - Assisting in financial/resource support of educational programs, including identifying department funds and/or in fund-raising activities or planning - Assisting Program Directors, faculty leaders, or support staff in mission-critical requirements, including annual resident interviews leading to the match process, internal and external program reviews, changes in program requirements as directed by the ACGME or the SOM, as well as other difficult or non-routine assignments - Responding effectively to individual requests from the residents, medical students, fellows, and graduate students - Supporting administrative aspects of selection/match processes for students and trainees - Supporting department’s SOM clerkship programs, including annual updates to web content, timely processing of student evaluations, etc. - Managing educational program budgets, including WWAMI - Facilitating registration, orientation for Independent Study students (e.g. 499 students) and/or administrative support to faculty instructors - Supporting faculty instructor needs for curriculum development, including SOM Human Biology 560 series sub-courses - Facilitating lab internships, as required, to include non-UW graduate students visiting a lab during a summer break •Interpreting and integrating federal, state, UW, SOM, ACGME, ECFMG, RRC, professional society, and other local laws and agreements into departmental policies and procedures •Supporting periodic program reviews for accreditation/certification and training grant renewals •Facilitating support of accredited and non-accredited Continuing Medical Education programs in the community •Facilitating academic appointments of visiting scholars and visiting scientists
REQUIREMENTS: This position requires a minimum of a Master’s degree in Business Administration (MBA), Health Care Administration, Public Health, or related field. Other required qualifications are listed below. •At least seven years supervisory and office management experience, including at least five years management-level experience, preferably in an academic medical center or hospital environment. •Proven leadership and sophisticated communication skills. •Experience in performing complex medical center/departmental financial analyses using personal computer software. •Experience with clinical departments in a medical center/hospital environment. •Experience in physician group practice operations and financial management. •Demonstrated experience in business planning, financial analysis, and/or strategic planning. •Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.