Division Administrator

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $130,000-$140,000

Position Summary

The Department of Pediatrics at the Vagelos College of Physicians & Surgeons of Columbia University is pleased to announce an exciting opportunity to join its leadership team. We are currently seeking a strategic and innovative Division Administrator (DA) to work with our Division of Child & Adolescent Health and the Division of Clinical Genetics at Columbia University Irving Medical Center (CUIMC).

The Department of Pediatrics at the Vagelos College of Physicians & Surgeons of Columbia University is committed to innovation and excellence in clinical medicine, education, and research. The Department of Pediatrics is part of Columbia Children's Health, with more than 400 pediatric specialists who provide care in 45 specialty areas offering the greatest depth and breadth of pediatric care in the region.

The Division Administrator will be responsible for the Division of Child & Adolescent Health (48 faculty), which is a large multi-faceted division encompassing Primary Care (managed by the New York-Presbyterian Ambulatory Care Network, Adolescent Medicine, Developmental Pediatrics, Child Advocacy & Newborn Pediatricians. The Division of Clinical Genetics (9 faculty) is a robust clinical and research division consisting of Geneticists and Genetic Counselors providing both inpatient and outpatient care. The Division Administrator is the Department's key administrative leader of these divisions and works as a partner to the two Division Chiefs.

At CUIMC, we are leaders in teaching, research, and patient care and are proud of the service and support we provide to our community. Columbia University offers a range of benefits to help you, and your dependents stay healthy, build long-term financial security, meet educational and professional goals, and more. Explore your options for Health and Welfare, Employee Assistance, Tuition Programs, and Retirement Benefits

"Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process"

Responsibilities

Financial

• In coordination with the Department Administrator/CFO/Vice Chair, Finance & Administration and the Department's Director of Finance/Budget - Develop, monitor and present divisional budgets for the fiscal year (Child & Adolescent Health Annual Operating Budget of ~$15.5 Million and Clinical Genetics Annual Operating Budget of ~$8.3 Million).
• Monitor budget variances, identify areas for financial improvement, business development and strategic planning.
• Work with Division Chiefs on strategic plan for avenues of growth and in the physician compensation model.
• Creation and implementation of recruitment/replacement business plans.
• Actively manage the Division's financial arrangements with the New York-Presbyterian Ambulatory Care Network and Community Health divisions. Collaborate with relevant leaders for timely, accurate and appropriate payments in a multi-faceted system including Joint Budget, Invoicing & Contracts.
• 
  Grants management monitoring in partnership with the Department's Research Administration team.
• Reconciliation and reporting for research start-up accounts in collaboration with the Research Administration team who will report on pre and post-award activities.
• Creation and maintenance of master service agreements with outside hospitals.
• Invoice and reconciliation of clinical and research purchase orders.
• 
  Monitor budgets and invoicing for clinical trials.
• 
  Prepare budget projections for clinical revenue.
• Conduct regular reviews of clinical inpatient and outpatient billing and develop solutions for controllable activities.
• Work closely with Division Chiefs to allocate and monitor time and effort (CARE model) for each physician.
• Review Faculty Relative Value Units (RVU's) on a monthly basis. Disseminate data to the physicians and look for trends or variances in clinical volume that impact the revenue projections.
• Identify cost saving and efficiency opportunities and execute plans with the Divisions and Department.
• Approve and administer expense reimbursements for faculty and staff.
• Prepare and review of salary rosters created annually.
• Ensure adherence to Columbia University policies and compliance of SOP are followed for the revenue cycle processes and budgets.

Clinical

• Work closely with departmental site Clinical Practice Manager(s) to oversee daily operations of the outpatient clinical area.
• Review SOP and disseminate information to the staff.
• Work with Departmental leadership to ensure patient safety and Joint Commission policies are being followed.
• Review Patient Satisfaction Reports and look for trends and improvements.
• Actively manages machine and equipment inventory, establishes & maintains a system for maintenance & replacement.
• Creation of inpatient and outpatient physician schedules and monitoring for robustness.
• Implements new clinical workflows to ensure ease of patient access and satisfaction.

Administrative/Human Resources

• Collaborate with Human Resources for hiring; appointment & promotions; salary allocations; credentialing for current and incoming faculty.
• Responsible for communications to staff regarding questions on HR policy (i.e. time and leave, maternity leave, performance improvement plans, etc.)
• Manage the performance for all staff. This is inclusive of implementing and facilitating annual performance appraisals and performance improvement plans, when needed.
• Assures adequate staffing coverage for clinical and research operations.
• Ensures compliance with all CUIMC regulatory requirements.

Relationships/Communication

• Direct reporting relationship to the Department Administrator/Chief Financial Officer/Vice Chair, Finance and Administration and partners with the two Division Chiefs.
• Works closely with NYP hospital & nursing leadership to communicate, operationalize and enhance workflows through inpatient and outpatient areas.
• Identifies and communicates divisional needs.
• Work with NYP clinical and operational leadership to ensure continuity of care for patients across all settings.
• Works collaboratively in a matrixed & large academic medical center.
• Provides staff feedback on performance improvement opportunities.
• In conjunction with the Development Office, work closely with philanthropic organizations to raise funds for the Division.
• Demonstrates a professional attitude to all levels of leadership, staff and the community.
• Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience required; plus five years of related experience.

Preferred Qualifications

• Master's degree preferred.
• Academic Medicine management experience.
• Clinical Practice Management experience.
• Demonstrated strategic and innovative thinking, business implementation.
• Proven track record of process improvement.
• Grants management knowledge.

Other Requirements

• Financial/budgetary experience, including budget development and management.
• Energetic contributor and willing learner.
• Ability to prioritize tasks in a thoughtful manner.
• Organized and detail-oriented with strong physician relations skills.
• An ability to effectively navigate and communicate with all levels of cross-functional leadership.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.