Administrator Vascular Surgery
University of Washington
 Shoreline, WA

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

Administrator (E S 10As 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 six consecutive years.

The purpose of this position is to provide operational and administrative management of the Vascular Surgery Division (VSD) and the Department of Surgery Program Core. The Administrator reports to the Director of the Department of Surgery with delegated supervisory relationship to the Associate Director of Clinical Programs.

Major components of this position are:

Management of Vascular Surgery Operations, Finances, staff HR and Faculty personnel = 70%

Management of Department of Surgery Program Core = 20%

Other projects as directed by the Department Director or Associate Director = 10%

Division of Vascular Surgery

Faculty in the Division of Vascular Surgery provide comprehensive services for patients with circulatory problems and their referring healthcare providers throughout a five-state region: Washington, Wyoming, Alaska, Montana and Idaho (WWAMI). Our faculty treat more patients with ruptured abdominal aortic aneurysms (rAAA) annually than any other healthcare facility in the WWAMI region and we have also been internationally recognized for creating an emergency protocol that dramatically reduced the average mortality rate for rAAA patients.

Vascular Surgery has 17surgical faculty members, with 4 additional Teaching Associate faculty positions. At least 2 additional faculty will be added in 2019-2020.

Vascular Surgery is one of the most clinically active divisions in the Department, providing surgery services at UWMC, HMC, NWH, and the VA. Professional clinical revenues for FY 2019 were over $2.5 Million.

The Division participates in ground-breaking clinical research, including participation in the Physician-modified endovascular grafts (PMEG) study for patients with aortic aneurysm, as well as bTEVAR for endovascular repair of aortic arch lesions. Vascular faculty also conduct research at dedicated facilities in UW Medicine's South Lake Union complex.

The Vascular Residency & Fellowship Program is one of the most prominent in the country. Our training program has 5 residents and 2 fellows at various levels of education; they are trained and provide patient care at 5 sites across UW Medicine.

Program Core

The Department of Surgery has reorganized administrative staff support to three levels of service that serve the entire Department. These service cores are: the Administrative Core, the Program Core and the Education Core. This individual is responsible for the Program Core. The Program Core is composed of Program Operations Specialists who have knowledge and skill in various programmatic areas of the Department. They work collectively, but each is assigned to their greatest area of knowledge. Examples of their duties would be working with Faculty, within the scope of their positions, to facilitate growth of the programs, problem-solving program specific issues, providing a liaison between the program and other entities (e.g., hospital partners), and assisting with marketing and communications and the programs.

Managing all the strands of this position are a key component of the Department of Surgery's success. Vascular Surgery has grown in the last 10 years from a much smaller clinical division to a clinical powerhouse, doing some of the most innovative procedures and research in the nation. In addition, it has expanded its clinical research program and the Residency and Fellowship program are among the most sought out in the country.

This position's level of responsibility includes making budgetary and personnel decisions as well as oversight and management of other strategic areas of the Department. It requires someone with maturity, excellent core people and financial skills and the ability to understand the broader strategic vision. The administrator must be able to interpret the strategic vision and make decisions in their area of responsibility to further that vision.

POSITION RESPONSIBILITIES

Management Vascular Surgery Administrative & Financial Operations – 40%

Financial Operations:

Prepare annual divisional budgets. Must understand sources and uses of funds flowing into and out of operational areas;

Closely monitor budget reports, ensuring budgets are spent according to plan. Recommend and make changes to align budgets with changes.

Make costing allocation decisions and submit instructions;

Understanding of and expertise in faculty clinical revenue billing and coding; become a resource for faculty with questions and bring resolution to problems.

Understand and work with Associate Director and HR/Faculty Affairs on compensation processes for faculty and staff. Ensure communication is finalized to all affected parties on all compensation changes.

Provide final approval for all expenditures on divisional and other assigned budgets;

Manage contracts for faculty services and education initiatives as necessary.

Ensure compliance in areas of responsibility; know compliance regulations, guidelines, department policy and processes. Interpret, implement and monitor.

Management of Physical Resources, Compliance and Daily Operations:

Work with Associate Director and staff in operational areas to carry out large-scale reassignment of space and/or remodels

Ensure that daily operational changes/activities are attended to in a timely and thorough manner:

Understand Department, University and applicable state and federal rules and regulations are known and understood. Ensure policies and procedures are communicated and integrated into divisional processes, including ensuring training of staff and faculty is completed;

General understanding of compliance issues associated with research; ensure appropriate processes, guidelines and trainings are in place to meet compliance regulations

Understand all research ongoing and contemplated in the Division and coordinate with Department central research processes to ensure appropriate hand-off and coordination of all research activities – clinical, bench or device trials.

Management of VSD faculty and staff HR = 30%

Divisional Faculty Human Resources:

Work with Director, Associate Director and Division and Sections Chiefs to identify faculty staffing needs;

Work with Department Faculty Affairs to initiate, coordinate and oversee faculty hiring activities. Essential that this individual understands the appointment and credentialing process and timelines.

Oversee on-boarding of new faculty, working with School, Department and clinical areas to achieve optimum results;

Ensure compliance in areas of responsibility; know compliance regulations, guidelines, department policies and processes. Interpret, implement and monitor.

Work with Faculty Affairs and Chief to trouble-shoot and assist with faculty questions and operational issues;

Work closely with Chief, Director & Faculty Affairs on any faculty affairs issues that may arise. The Administrator is the individual to ensure these issues are escalated appropriately and managed throughout.

In partnership with the Chief and Associate Chief of Vascular Surgery, work to make Vascular Surgery a welcome place for all faculty. Participate in and/or lead faculty events, including weekly faculty meetings

Divisional Staff Human Resources

Understanding and expertly using HR departmental systems and processes, oversees and manages recruitment and hiring of staff working specifically for the Divisions of VSD, including Assistants to the chiefs, research personnel and specified other personnel working solely in these divisions.

On-boards new staff, using appropriate tools, providing specific training and ensuring compliance of new staff in all areas.

Manage leave for all staff in the Division of VSD, including understanding leaves of an unusual nature (FMLA or similar) to ensure compliant leave management. Works closely with Department HR on leave issues.

Supervise and coach staff; ensure their development;

Ensure workload is equitable and can be managed between and among the individuals,

Provide appropriate tools and training for staff to successfully accomplish their duties.

Regularly provide feedback, perform annual evaluations, and provide follow-up to evaluations to ensure continuity of progress for staff.

Ensure compliance in areas of responsibility; know compliance regulations, guidelines, department policies and processes. Interpret, implement and monitor.

Responsible for setting the tone and facilitating a culture of excellence, diversity and employee satisfaction.

Divisional Marketing and Communications:

Learn Divisional marketing and communications' needs; discuss with Chiefs and faculty

In conjunction within system (Departmental/UW Medicine and other), provide leadership to Divisional marketing efforts;

Ensure appropriate marketing of new faculty – within system and outside; working with Departmental and UW Medicine resources.

Carries responsibility for Vascular Division's Website presence, with appropriate delegation of day to day maintenance.

Ensure appropriate coordination with UW marketing and Department marketing, managing relationships in all areas.

Management of Department of Surgery Program Core = 20%

The individual in this position oversees the Program Core. This group is composed of Program Operations Specialists across the Department who have knowledge and skill in various programmatic areas of the Department. They work collectively, but each is assigned to their greatest area of knowledge. Examples of their duties would be working with Faculty, within the scope of their positions, to facilitate the growth of the programs, problem-solving program specific issues, providing a liaison between the program and other entities (e.g., hospital partners), and assisting with marketing and communications around the programs.

Responsibilities of managing the Program Core (currently six members):

Responsible for hiring, training and supervising the Program Core members (currently six members).

Manage development of the roles and ensure performance goals are met;

Work with Faculty to understand their programmatic needs to enhance program core members' effectiveness.

Work with Faculty and Administration to establish appropriate type and level of staffing for programs

Develop and assign programmatic work to Program Core members

Oversee development and growth of Program Core Members

Provide leadership to ensure well-functioning teams that deliver excellent support for Faculty and programs within scope of their jobs; ensure teams can cross-cover

Facilitate a culture of excellence, diversity and satisfaction reflective of the Departmental mission statement

Other projects as directed by the Department Director or Associate Director = 10%

The Department of Surgery is constantly undertaking operational and financial projects. As a member of the Departments leadership team, this position will regularly be called upon to participate in projects on behalf of the Department as a whole in addition to the responsibilities described above.

As example, projects may include:

Leading or participating in process improvement projects;

Leading development of particular skillset within Department as identified;

REQUIRED QUALIFICATIONS

Education: BA in Business, healthcare, organizational development, communications or similar

Type and Years of Experience: 5 -7 years with 5 years' minimum increasingly responsible administrative, HR and financial oversight of large programs, or corresponding work experience.

OTHER REQUIRED QUALIFICATIONS

Excellent verbal and written skills; employs diplomacy and tact

Expert use of Excel and other financial tools

Expertise in other Microsoft suite of programs.

Strong HR Management skills;

Ability to understand strategy and administratively incorporate into areas of responsibility;

Must have confidence of faculty the Administrator works with. Faculty leaders must see this person as a person who gets things done and who is a true administrative partner.

Experience working in large academic healthcare setting;

Must work well with other departmental areas, including Finance, HR and Faculty HR.

Has working knowledge and application of process improvement techniques

DESIRED QUALIFICATIONS

Master's in Business, healthcare administration, public administration, communications or similar – highly desired

Experience with Vascular Surgery specialty highly desired

Application Process:

The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position“. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs“ page. If you select to take it later, it will appear on your “My Jobs“ page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

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