Department Administrator/COO

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $170,000-$200,000

Position Summary

Reporting to the Chair of the Department and the Vice Dean for Administration, the Department Administrator is responsible for planning and organizing the Department's financial affairs and administering its clinical, educational and research programs. This includes oversight of the overall operations and finances for the physician practices, Stem Cell initiative within the department, and the educational programs of Physical and Occupational Therapy.

In conjunction with the Chair, the DA sets departmental goals and objectives as well as manages its relationship with the Medical School, CU Medical Center, New York Presbyterian Hospital, and other affiliated organizations. He/She will direct the department's overall operations, financial planning and accounting practices, maintain financial management reporting and control systems, monitor departmental expenditures, oversee compliance with the policies, procedures and regulations of the University/affiliated organizations/external agencies and assure an efficient, high-functioning infrastructure to support the Department's clinical, educational and research missions.

Financial Management:

• Manage the department's finance and accounting practices, as well as its financial relationships with the Medical School, Columbia University Medical Center, Columbia University, New York Presbyterian Hospital (NYP), and other affiliations.
• Manage revenue/expense reporting and control systems, report generation, forecasting models, and reconciliation procedures for departmental accounts as well as accounts of other entities, e.g., NYP and PI.
• Develop business plans for new and proposed programs to support the Department's clinical, educational and research missions.
• Assure that the department budget is submitted in a timely fashion and in compliance with Medical School guidelines.
• Monitor, report and explain departmental expenditures and variances to approved budget and present alternatives for achieving the goals.
• Meet fiduciary responsibility for financial controls and comply with all audit requirements.
• Negotiate with external entities to maximize financial resources.
• Maintain financial management reporting and control systems and oversee compliance with the policies, procedures and regulations of the University/affiliated organizations/external agencies.

Clinical Management:

• In partnership with the Faculty Practice Organization, manage the clinical operations of the Department, including the faculty practice plan and accounts payable and receivable at all practice sites.
• On a regular basis, prepare management reports that monitor all aspects of the faculty practice, e.g., billing, collection, productivity etc., which will enable the department to minimize expenses and maximize revenue.
• Manage clinical practice plan finances, including authorization of interdepartmental transfers.
• Oversee the physician credentialing activities to assure appropriate health plan and third-party payer participation.
• In partnership with Faculty Practice Organization evaluate managed care opportunities, negotiate and manage third party, managed care, Medical Service Agreements (MSA's) and capitated contracts.
• Collaborate with P&S administration regarding the negotiation and management of contractual arrangements with New York Presbyterian Hospital and other outside entities.
• Oversee the professional revenue cycle including charge capture, accounts receivable management, billing compliance and other related activities.
• Oversee and direct practice operations, including workflows, collaboration for multidisciplinary services, and expansion of services to other sites.

Research Management:

• Support and monitor research-related financial activities to assure compliance with University, P&S, and funding agency regulations; prepare reports as required.
• Provide oversight and administrative direction for all grant management activity and clinical research compliance within the department.
• Prepare budgets for grant and contract applications; assist researchers with financial aspects of IRB submissions.
• Manage the pre-award, post-award and close-out process of all sponsored projects; functions as a departmental resource for principal investigators when preparing grants.
• Oversee compliance with all funding agencies and the IRB to assure that all required information is maintained and reported on a regular basis while identifying, analyzing and correcting any discrepancies.
• Assist the Principal Investigator(s) in the preparation of the administrative and budgetary aspects of applications and reports.
• Work with CU Research Administration as needed to achieve goals.
• Monitor and analyze grant budgets and notify principal investigators of the need to reallocate projected expenses; ensure any overdrafts are promptly corrected.
• Maintain ongoing contact with NIH agencies, and representatives at granting agencies/Foundations to coordinate efforts and expedite processing of information.
• Validate expenditures on sponsored projects and certify effort on an annual basis.

Education Management:

• Oversee management of all student, fellow, and residency related activities.
• Oversee graduate program administration.
• Manage the financial aspects of department-specific educational programs such as Grand Rounds, CME programs, etc.
• Provide guidance and education to faculty and staff concerning financial and administrative operations of an academic department; assure that all faculty and staff participate in required compliance training.
• Negotiate with NYP concerning clinical fellowship programs.

Human Resources Management:

• Supervise central administrative staff and manage departmental human resource functions such as recruitment/appointment of faculty and staff, orientation, payroll, A & P processes and other related functions.
• Determine the appropriate organizational structure and mix of staff to maximize departmental operations and minimize expenses.
• Utilize compensation strategies which comply with and further the overall mission of the University, the School and the department.
• Assure that annual staff performance evaluations are conducted in a timely fashion and that job descriptions are accurate and up to date.
• Participate in the faculty recruitment process providing input relating to the negotiation of recruitment packages, space etc.
• Assure adherence to CU, CUIMC, and Medical School human resource policies and regulations.
• Manage employee relations with both faculty and staff in collaboration with Faculty Affairs, VP&S HR Shared Services, and CUIMC HR Business Partner as needed.

Facilities and Information Technology Management:

• Manage facilities and space for the Department, collaborating with CUIMC facilities and space management staff.
• Develop and monitor a capital plan incorporating short- and long-term capital needs of the department.
• Responsible for the departmental space and equipment inventories.
• Coordinate with CUIMC facilities management on departmental renovation and construction projects.

• Develop and implement department information technology plan and policies.

Compliance Management:

• Assure compliance with CU, CUIMC, Medical School, NYP, union, and governmental policies, procedures, and regulations related to financial affairs, physician billing at all practice sites, grants and contracts, practice enhancement, and philanthropy matters.
• Cooperate with all audit requirements and implement all audit recommendations in a timely manner.

Development/Strategic Planning:

• Assist the Chair and Development office with fundraising activity as necessary.
• Assist and participate in the formulation of strategic plans for the department; create administrative plans that support the overall goals of the department; coordinate strategic planning processes.
• Advise Chair/Vice Dean for Administration on implementation and monitoring of strategic plans including staffing requirements, faculty recruitment, space assignments, and financial plans necessary to meet goals of plans.
• Periodically review administrative structure of the department to assure the structure meets the strategic and operational goals of the department; create and implement revised structures as necessary and appropriate.

Minimum Qualifications

• Bachelor's degree in business administration or similar degree and a minimum of ten years of progressive responsibility at a managerial level, preferably in an academic health center.
• Master's degree preferred.

Other Requirements

• Effective leadership and organizational skills.
• Proven ability to manage and lead staff in a changing environment.
• Knowledge, experience and ability to manage complex information and computer systems.
• Understand managerial accounting and finance principles (including practice management).
• Understanding of the evolving health care marketplace.
• Ability to identify opportunities to enhance income from development and revenue sources as well as identifying how best to promote, schedule and charge for various initiatives.
• Demonstrated ability to work effectively with a diverse population of faculty, staff and students; experienced in the supervision of administrative and support staff personnel.
• Ability to provide initiative, judgment and creativity in the resolution of complex problems.
• Effective communication/presentation skills, and a proven track record of forming collaborative and effective working relationships with physicians and administrative leaders.
• Ability to establish realistic and achievable priorities and the ability to lead staff to achieve departmental goals and objectives.
• Successful completion of a pre-employment medical surveillance and billing compliance clearance required; post-employment HIPAA compliance training required.

Equal Opportunity Employer / Disability / Veteran

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