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: $360,000-$420,000

Position Summary

Dually reporting to the Chair of the Department of Medicine and the Vice Dean for Administration, the Department Administrator/Chief Operating Officer (DA/COO) provides strong leadership in managing the financial, administrative, clinical operations, and research administration to support the department's clinical, educational, and research programs. The DA/COO will need to possess significant strategic and administrative experience in a complex, academic practice plan environment, an in-depth knowledge of the business of medicine and financial management skills, and familiarity with sponsored research. This individual must be able to identify business opportunities, develop relationships with other hospital practices and clinics in the region, support sound decisions in the development and allocation of space, streamline operational processes to gain greater efficiencies, and in a spirit of openness and shared vision, work with administration and other departments to strengthen the overarching missions.

Columbia University Irving Medical Center implemented EPIC in early 2020 (New York-Presbyterian has recently transitioned to EPIC). Consequently, the new DA/COO will need to offer leadership and guidance to optimize EPIC. This leader will also need to develop excellent relationships with administrative staff and colleagues. This includes forming connections with direct reports—the Chief Financial Officer (CFO), the Director of Financial Operations, the Executive/Senior Director of Human Resources, and the Director of Clinical Operations. In addition, the DA/COO will work closely with Division Chiefs and their Division Administrators to strengthen processes and systems and to share best practices. Finally, the DA/COO will partner with the Vice Chairs to drive excellence. Externally, it will be important for the DA/COO to form relationships with appropriate leaders from New York Presbyterian.

Responsibilities

Clinical Management and Operations

• In partnership with the Faculty Practice Organization, ColumbiaDoctors, manage the clinical operations of the department, including the faculty practice plan and accounts payable and receivable at all practice sites. Evaluate managed care opportunities and negotiate and manage third-party managed care, Medical Service Agreements (MSA’s), and capitated contracts.
• Optimize the use of EPIC to maximize clinical revenue, practice efficiencies, and overall reporting.
• 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.
• Collaborate with VP&S administration regarding the negotiation and management of contractual arrangements with NewYork-Presbyterian Hospital and other outside entities.
• Oversee the professional revenue cycle, including charge capture, accounts receivable management, billing compliance, and other related activities.

Financial Management

• Along with Core Administration’s Finance Leadership Team, manage the department's finance and accounting practices, as well as its financial relationships with VP&S, CUIMC, Columbia University (CU), NewYork-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 the New York State Psychiatric Institute).
• Develop business plans for new and proposed programs; implement marketing plans.
• Assure that the department budget is submitted in a timely fashion and in compliance with Medical School guidelines.
• Monitor, report, and explain variances to approved budget; address variances 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.

Research Administration and Management

• Support and monitor research-related financial activities to assure compliance with CU, VP&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 processes of all sponsored projects; function as a departmental resource for Principal Investigators when preparing grants.
• Oversee compliance with all funding agencies and IRB to assure that all required information is maintained and reported on a regular basis while identifying, analyzing, and correcting any discrepancies.
• Assist the Program Director and 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; assure 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.

Education Management

• Oversee management of all student-, fellow-, and residency-related activities.
• Guide graduate program administration.
• Manage 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.
• Collaborate with NYP concerning clinical fellowship programs.

Human Resources Management

• With the Executive/Senior Director of the Human Resources/Faculty Affairs Medicine POD, manage departmental human resource functions such as recruitment/appointment of faculty and staff, orientation, payroll, and other related functions.
• Promote diversity, equity, and inclusion across the organization.
• 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.
• Provide leadership to the annual staff performance evaluations process so it is accomplished in a timely fashion. Ensure job descriptions are accurate and current.
• Participate in the faculty recruitment process, providing input relating to the negotiation of recruitment packages, space, etc.
• Ensure adherence to CU, CUMC, and Medical School human resource policies and regulations.

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.
• Maintain responsibility for the departmental space and equipment inventories.
• Coordinate with CUIMC facilities management on departmental renovation and construction projects.
• Develop and implement department information technology plans and policies.

Compliance Management

• Assure compliance with CU, CUIMC, VP&S, 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:

• Collaborate with the Chair and Development Office on fundraising activity as necessary.
• 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 recruitments, 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 required and at least 10 years of progressively responsible administrative, clinical operations, and financial leadership experience in an academic medicine center setting. Master's degree in business, healthcare administration, or similar field preferred.

Preferred Qualifications

Academic Medical Center Administrative Leadership Experience: Oversight of at least a $50 million operating budget.
A strong appreciation for the realities of navigating an extremely complex environment and an ability to work in zones of gray and high ambiguity. Experience with organization and management of federal and non-federal grants and contracts involving basic and clinical research.

Embraces diversity, equity, and inclusion in all forms with a deep commitment to and record of building diverse and inclusive organizations.

Clinical Operations Practice Management: A proven track record of clinical operations experience that includes creating and implementing solutions for challenges such as access, physician productivity and compensation plans, and revenue cycle. Specific experience with EPIC is highly desirable.

Recruitment, Retention, and Mentoring: An exemplary track record of hiring, motivating, inspiring, and evaluating administrative staff in a direct manner. Proven success recruiting individuals from diverse backgrounds is vital. An ability to address uneven performance thoughtfully and effectively.

Business Savvy, Financial Acumen, and Sound Judgment: Strong strategic and business planning acumen accompanied by strong financial management and grants and fund accounting abilities. Demonstrated record providing financial analysis for key strategy and investment decisions.

Change Management Expertise: Evidence of solving challenges and problems to strengthen quality and system operations, and consistency that is required for leading others through sustainable change.

Other Requirements

• The ideal candidate will be an inclusive, collaborative leader and relationship builder. They will possess excellent interpersonal, listening, and diplomacy skills and will employ a steady approach that diffuses conflict, promotes consensus, and strengthens partnerships across the department and with NYP.
• The ideal candidate will be a strong leader with operational savvy who embodies the high standards expected in this world class organization.
• The ideal candidate will have a track record of superior performance in delivering and sustaining operational, financial, and clinical results in complex environments. The DA/COO will seek input from peers, direct reports, and other key stakeholders and will incorporate this feedback into decisive action plans.
• An effective leader with a high level of energy and confidence. A can-do attitude that promotes teamwork, collaboration, transparency, and trust.
• Emotionally intelligent, politically astute, influential; has adept coaching and relationship skills, a reputation for transparency, integrity, and honesty.
• A mature, smart, and sophisticated leader with executive presence and gravitas
• Capacity to communicate effectively, proactively, and thoughtfully with faculty and staff. Excellent active listening skills are a must.
• Strong negotiation skills.
• An ability to adapt to changing circumstances, to respond to internal and external stress constructively, and to manage conflict.
• Data-driven and flexible decision-maker who uses facts to influence others.
• An accessible, visible, and involved leadership style with an ability to leverage the talent of others and to ensure that each member of the team is listened to and recognized.
• Impeccable integrity; humble with a sense of humor.

Equal Opportunity Employer / Disability / Veteran

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