Assistant to the Director of Departmental Business Planning

The University of Washington Dean of Medicine has an outstanding opportunity for an Assistant to the Director of Departmental Business Planning. This individual will provide critical project management, development and operational support to maintain the financial integrity and staff development within the School of Medicine.  Reporting to the Director of Departmental Business Planning, this position will create structure and streamline various financial and administrative reporting systems in order to provide interpretation and consulting on finance and business planning to the School of Medicine Departmental Business Planning unit.  In addition this position will establish and manage various Human Resources functions for the School of Medicine and the 30 clinical and basic science departments housed under the School of Medicine. 

Responsibilities
FINANCE

Advising & Training:

Advises School of Medicine executive staff including Deans, Vice Deans, Directors and Administrators regarding financial planning decisions for 30 departments with a combined budget over $200 million. Analyzes and summarizes monthly and quarterly financial reports of the School of Medicine for the Director of Finance & Operations, Vice Dean for Administration & Finance, the Associate Dean and other key School of Medicine administrators around the funds of the 30 academic departments. Provides analysis, monitoring and consultation to School of Medicine executives on forecasting complex financial business plans, and impending deadlines. Manages and facilitates the Hospital Support process.  Annual process from September thru May each year.  Requires communication and coordination of all 18 clinical Departments to be trained on shortfall budgeting software, preparation of executive summary and coordinating meetings between UWSOM Clinical Departments, Hospital executive leadership and UWSOM Executive Leadership Team and Director.



Reporting & Compliance:

Independently creates, maintains and analyzes complex financial data from all data sources within the University and the Clinical Practices Plans to report to the Executives within the School of Medicine, Vice President for Medical Affairs and Medical Centers on the financial and/or clinical status of the academic departments.  Helps assess needs and plans to implement databases and/or reporting mechanisms for business planning activities of the academic departments which are under review.  Manage UWSOM Departmental financial reporting system “aka METER Reports” which includes financial data from grants, contracts, gifts, clinical, state, other funds.  This requires quarterly communication with 30 Departments, collection and distribution of reports, preparation of cover letter and accompanying report to distribute to all UW Medicine Executive Leadership team.  Develops and maintains confidential documentation pertaining to business planning, budgets and financial reporting; audits and contracts.  Develops and maintains multiple information management tools such as the Medicare Survey and Hospital Support databases to enhance various complex accounting systems, internal and external to the Dean’s Office to assure compliance with federal, state and University regulations. Develops, modifies and maintains various databases and records management systems.  Collects, analyzes and disseminates business planning, auditing and financial reports to external entities. Manages the Faculty Effort reporting process for 30 School of Med Departments, including:

Manages the Medicare Effort reporting process for 18 Clinical Departments, requiring semi-annual updates and communication with Departments, tracking and monitoring completion and following up on issues as they arise throughout the year to ensure UWSOM compliance.

Exercises independent judgment and decision making skills to resolve financial and budget concerns for the Director when monitoring activity reports. Regularly exercises independent judgment and decision making skills to assure adherence of complex accounting principles, federal and state regulations and other regulations as are appropriate. Develops and maintains databases and tracking systems for budget recordkeeping that comply with federal, state and University regulations. Position will be responsible for review of Monthly Unit Spending reports, as well as identifying and reporting variances to the Director.


HUMAN RESOURCES

Researches and interprets HR policies related to staffing, personnel issues and faculty recruitments to help support the float administrators while in one of the 30 academic departments.  Advises and provides consulting to School of Medicine executive staff regarding personnel issues within academic departments. Manages the Director and Administrator recruitment process.  School of Medicine typically replaces 4-5 Department Director/Administrator positions annually due to turnover.  Recruiting strong candidates to fill these roles is critical to the future financial and operational health of UWSOM. Responsible for coordinating all job postings for the unit – including leading search for replacement Directors and Administrators as referenced above. Position will be responsible for drafting updated job descriptions for positions including researching specific information related to the Department required for inclusion. Position will be responsible for posting of positions, initial screening of job descriptions and monitoring of applicant pool.  Will make suggestions regarding strong candidates. Position will staff and manage the search committee process including contacting applicants and scheduling all interviews.



OPERATIONS ADMINISTRATION

Meeting Coordination and Management:

Assists the Director with management and preparation for executive and advisory committee meetings. Independently prepares and coordinates speakers and materials for monthly Clinical Science Director’s meetings including working with the Director of Departmental Business Planning to determine meeting agendas and content, as well as gathering, synthesizing and disseminating minutes and follow-up projects. Independently prepares and coordinates speakers and materials for the Basic Science Administrator meetings including working with the Float Administrator in Departmental Business Planning to determine meeting agendas and their content, as well as gathering, synthesizing and disseminating minutes and follow-up projects.  Arranges and coordinates project and business planning related meetings on an ad hoc basis, attends the meetings and handles follow-up action items as designated by the Director.  Assists the Director in preparing progress reports and or presentations for executive leadership meetings. Attends meetings in lieu of Director on an as needed basis.


Administrative Support:

Maintains a clear understanding of all business planning processes within the School of Medicine, in order to provide effective administrative support. Ensures that the Director’s priorities and obligations are met by ensuring maintenance of complex calendars and schedules which includes meetings, audits, policy development, financial briefings, strategic planning and travel.  This requires a strong ability to understand the strategic priorities of the Director and their work and make independent decisions that have a significant impact on the financial and operational effectiveness of the entire School of Medicine. Responsible for providing professional administrative support involving the Chief Financial Officer for the School of Medicine, Vice Dean for Administration and Finance and the Associate Dean Vice President for Medical Affairs and/or the Dean of the School of Medicine. Independently develops presentation materials, including gathering and summarizing materials and using presentation software to create effective documents and presentations. Assists Director in developing and reviewing School of Medicine administrative records, and institutional practices and procedures for financial reporting


Other Duties as Assigned:

Assists the Director in implementing complex projects.  May develop and maintain multiple project management tools (including GANTT charts, timelines, workflow), coordinate project activities (e.g., surveys, focus groups, team meetings, public presentations, written publications), monitor action plans, maintain ticklers, and notify project managers of impending deadlines. Other business and strategic planning projects on ad hoc basis


Lead Responsibilities:

May have lead or supervisory responsibilities for temporary employees and/or student helpers.



Serve as a principle liaison between the Director and the provost, vice provosts, vice presidents, deans, department chairs, administrators, faculty regarding financial planning and sensitive faculty retention communications.

Will require ability to identify and prioritize time sensitive matters with the Executive Leadership throughout UW Medicine and the UW


Requirements

B.Sc. or B.A. degree in Accounting, Business Administration or other related field AND three years professional experience in financial planning, accounting, reporting, budgeting and/or personnel and human resources activities. Equivalent education/work experience may substitute for stated requirements. 

Additional Requirements

Proven administrative, financial and problem-solving skills.  Computer proficiency with spreadsheets, word processing and databases in a Windows environment.  Experience with Internet searches and the ability to download documents and reports.  Ability to interpret and communicate to others complex policies and procedures.  Ability to work independently with a high degree of reliability, accuracy and productivity.  Ability to handle confidential information responsibly.  Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.  Ability to work across multiple levels of an organization to achieve results. 


Desired:

Knowledge of and familiarity with UW School of Medicine and Health Sciences colleges and departments.  Experience in a university setting. 

To apply, please visit www.washington.edu/jobs and search for Req# 43156.

 

AA/EOE