ADMINISTRATOR

University of Washington - Seattle, WA4.2

Full-time
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.

The University of Washington School of Medicine’s Physician Assistant Program, MEDEX Northwest (MEDEX), is a self-sustaining program, and is a Section in the Department of Family Medicine. MEDEX Northwest offers a bachelor degree and master degree option. Up to 280 students are enrolled in the two year program at four training sites: Seattle, Spokane, Tacoma, and Anchorage.

MEDEX NW has an outstanding opportunity for a full-time Administrator. The Administrator reports directly to the Program Director/Section Chief of the MEDEX Physician Assistant Program. The position also has a secondary reporting relationship to the Department Director in order to carry out the administrative functions of the position.

The Administrator is the senior administrative official for MEDEX. The administrator’s primary role is to provide highly capable administrative support to carry out the administrative operations of the MEDEX program. They advise the Program Director/Section Chief and Department of Family Medicine leadership by providing information for strategic and tactical decision making. The Administrator is to build credible relationships with faculty, staff and students that facilitate an effective organization.

The Administrator will support the MEDEX Program Director/Section Chief in building credible collaborative relationships with leadership across multiple institutions both in-state and out-of-state, within UW Medicine and affiliate organizations. Contracts and memorandums of agreement for collaborative partnerships and interdisciplinary activities may be facilitated by the administrator. The Administrator participates as a member of the school-wide department administrative team. When assigned by the MEDEX Program Director/Section Chief, the Administrator will be expected, to serve on Department and School-wide committees to support development of cross organizational programs and processes that benefit the Program, the Department, and the institution.

This position oversees the administrative aspects of the MEDEX Section and provides guidance, oversight and direction of administrative functions. The Administrator reports directly to the Program Director/Section Chief of the MEDEX Physician Assistant Program. The Administrator has a comprehensive range of responsibilities for Departmental operations at all four didactic training sites (Seattle, Spokane, Tacoma and Anchorage). Core Competencies for this position include professionalism, honesty, integrity, trust worthiness, leadership, communication skills, organizational & analytical skills, technical and professional knowledge.

The MEDEX Administrator carries out duties prescribed by the directing, overseeing, or partnering institutions and organizations. The critical knowledge and skills are organized into the areas of: Financial Management and Development Activities, Operations Management, Human Resource Management for faculty and staff, and Facilities Management. He/she acts in an advisory capacity to the Program Director/Section Chief and various section committees, providing financial guidance, background information, and management advice, as needed. When assigned by the Program Director/Section Chief the Administrator is MEDEX’s working-level interface with the Dean's Office and other university departments regarding administrative issues.

Strategic Business, Financial and Operational Planning and Management

Advise and assist the Program Director/Section Chief in administration, faculty recruitment and retention, promotions, compensation, professional development and service responsibilities. Manage personnel issues within faculty code and UW School of Medicine standards.
Advise and assist the Program Director/Section Chief on budgeting to achieve and maintain fiscal sustainability. Develop, manage and report on budgets, applying appropriate stewardship of available funding streams. Manage budgets to assure compliance with UW, State and Federal requirements.
Manage facilities.

Financial Management and Development Activities

The MEDEX Program is mainly funded by tuition from students enrolled in both bachelors and masters programs, other sources may include, federal and state funding, and foundations. The Administrator monitors the financial resources of the MEDEX Program. The Administrator will apply sound ethical and fiduciary practices to ensure compliance and to track financial performance. This position will also provide fiscal budget projections in support of grant applications and contract negotiations.

Key financial management skills for the Administrator are:
Understanding and appropriately utilizing MEDEX’s multiple sources of income, including tuition, state-derived budgets, indirect cost recovery funds (RCR), federal grants, gift and endowed accounts, industry and other sponsored contracts and agreements
Working with faculty and staff to facilitate the section’s ability to finance teaching, clinical, scientific, and educational goals
Interpreting policies and regulations concerning the section’s financial activities; ensuring compliance with the University’s policies and procedures as well as guidelines from the federal government, state, and other 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 section’s financial operations, funding sources, policies, and procedures
Translating section objectives into financial assumptions for short-term and/or long-term planning
Projecting MEDEX section revenue and expenses and developing budget models to guide the faculty or department
Prioritizing initiatives or programs in line with the section’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 section leadership, the department leadership, the faculty, stakeholders within UW Medicine, and external stakeholders as appropriate
Providing regular financial reporting to the Program Director / Section Chief.
Knowledge and understanding of UW system of budgets and fiscal reporting and ability to interpret and guide program policies
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 section’s financial support staff and operation, including the planning, budgeting, and accounting functions
Developing and implementing appropriate internal controls
Work with Program Director/Section Chief in assigning, directing, and reviewing the work of staff who maintain section budgets/accounts
Establish and maintain the section’s account management procedures
Implementing appropriate University policies and procedures for payroll, purchasing, travel requests, and reimbursements

Operations Management

At the direction of the Program Director/Section Chief, administers section operations to ensure the day-to-day and cyclic requirements are met; plans, resources, and monitors program activities; prepares reports, terminates or continues programs; plans or coordinates marketing documents or activities.

Key operations management skills for the MEDEX Administrator are:

Coordinating a variety of general administrative activities necessary to the section’s day-to-day operations, with particular emphasis on understanding the administrative needs of individual faculty and satellite site operations in designing cost effective, efficient solutions
Understanding and integrating the cyclic operational responsibilities of the UW/SOM into section 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 section’s vision or mission
Assessing the need for additional resources and identifying the source of additional resources to fit with a section initiative or vision
Assist in the collection of data and evaluating data to initiate or collaborate in the initiation of a proposed new program or activity
Ensuring a process is in place to comply with UW records management directives

Human Resource Management

Applies effective, current human resource practices to develop a culture of excellence for a highly capable team. Within Departmental guidelines, functions as the senior administrative official for MEDEX staff. Oversees the human resources processes and procedures of the section, 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 skills for the MEDEX Section Administrator are:

Interpreting and integrating federal, state, UW, SOM, and other local laws and agreements into section policies and procedures
Developing and/or utilizing HR measurement/monitoring systems
Facilitate faculty and staff hiring orientation.
Responding to and assisting in needs/requirements for faculty and staff training and coaching
Facilitate faculty/staff relations to represent viewpoints and positions fairly
Articulating appropriate workplace behavior and fostering compliance, identifying concerns and/or problems, and utilizing appropriate resources to assist in resolution
Review and manage pay policies against published trends/benchmarks or SOM policies/directives
Assisting in the annual Merit Review process for faculty and professional staff
Work with the Program Director/Section Chief in developing organizational chart and implementing section staffing model
Assisting in the faculty Appointments and Promotions (A&P) process
Working with the Program Director/Section Chief to develop strategic plans for the recruitment, deployment, and retention of faculty across multiple training sites
Working with the Program Director/Section Chief in determining and implementing section staffing requirements and filling these positions based on appropriate classifications; reclassifying staff positions as appropriate
Working with the Program Director/Section Chief in 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

Facilities Management

At the discretion of the Program Director/Section Chief, oversee use of facilities to ensure effective, efficient, and safe operations and preservation of resources.

Key facilities management skills for MEDEX Section Administrator are:

Reviewing, developing, and assigning space to staff and faculty, coordinating physical moves and/or relocation of offices and personnel
Developing written material for long-range space planning including major renovation projects, 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
Work with the SOM real estate office in negotiating contracts for space lease renewals and renovations for program offices and classrooms at the satellite sites. Directing the physical plant related activities such as building/equipment inspections, upgrades; planning for and overseeing all renovation projects

Educational Program(s) Support

Assists Program Director/Section Chief to establish strategic and tactical direction for the department based educational program(s). Ensure appropriate staff levels and expertise to facilitate all administrative aspects of the programs.

Key skills and/or responsibilities for the Administrator are:
Supporting Program Director/Section Chief, Site Coordinators and faculty leaders in the management of educational programs
Interpret and integrate federal, state, UW, SOM, and other local laws and agreements into departmental policies and procedures
Support periodic program reviews for accreditation/certification and training grant renewals

Compliance and Risk Management

Promotes compliance and manages risk in accordance with policies of the UW, SOM and other oversight bodies, to ensure operations and resources are in alignment with mission and requirements.

Key compliance and risk management skills for the MEDEX Administrator are:

Interpreting and integrating federal, state, and industry laws or policies on corporate compliance 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; ensuring all faculty and staff complete required training modules
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
Developing and implementing a MEDEX-specific internal audit plan for activities that put employees at risk or require corporate compliance

As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.

REQUIREMENTS:
Bachelors degree in Business Administration, Public Administration, Public Health, or related field. Minimum of five years of progressively responsible management experience (to include supervisory experience) preferably gained in a complex academic section or department, school of medicine section, division or department or practice plan.

Additional Requirements:
Broad strategic and problem solving experience with superior planning, organizational and strong financial management skills are critical
Proven ability to define issues, strategically plan options and define solutions; implement changes within targeted timeframes.
Financial and analytical expertise in budget development, financial contracts, etc., and all aspects relating to the management of an academic department
Familiarity with grant and contract writing, submissions and fiscal oversight
Experience with management of research projects
Familiarity with information systems, regulatory compliance issues and business operations.
Exceptional interpersonal and communication skills; have an open, honest and objective manner, and the ability to relate effectively with the Department’s key constituents and shareholders. Tactful, diplomatic, highly professional demeanor.
Demonstrated ability to maintain harmonious working relationships across multiple constituencies and effectively address complex and sensitive administrative issues.
Track record of working effectively and collaboratively with the leadership of an academic medical center or health care system.
Understanding of the issues in today’s academic healthcare environment
Demonstrated skills in team development, personnel management, affirmative action practices, and policy implementation.
Ability to work with faculty members in the culture of academia.
Demonstrated experience working with large, highly structured personnel systems.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

DESIRED

Experience with University of Washington business systems and procedures (budget, grant and contracts management, payroll, purchasing).
Experience with basic science departments in a medical school, research institute, or university setting.
Experience in performing sophisticated financial analyses, using personal computer software.
Functional understanding of grant and contract administration
Masters degree in Business, Public Administration, or Health Care Administration desired.

CONDITIONS OF EMPLOYMENT