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Clinical Section Administrator

University of Chicago

University of Chicago

Chicago, IL, USA
Posted on Thursday, February 8, 2024

Department

BSD SUR - Administration


About the Department

Operating since 1927 on a strong foundation of multidisciplinary clinical and academic excellence, the University of Chicago Department of Surgery's mission is to meet the most challenging and complex health problems on both a local and global scale. Many of our faculty members are known for their contributions to the advancement of groundbreaking surgical procedures and techniques, including minimally invasive surgery. In addition to our department's clinical work, our scientists pursue a diverse range of basic, translational, and clinical research projects, including studies on the gut microbiome, tissue bioengineering, stem cell research, cancer, and immunotolerance. This ongoing work and achievement would not be possible without the cohesive effort and commitment of the faculty and staff. We are looking for high energy, collaborative individuals who share our commitment to improving the health of patients in the community and beyond.


Job Summary

Manages the Sections of General Surgery and Colon & Rectal Surgery ensuring efficient and effective operations throughout; plans, organizes, directs and controls activities that support each Section's clinical, educational, and research missions. Provides administrative leadership in formulating and implementing section and department objectives aligned with organizational goals and objectives; collaborates department-wide to further goals and objectives. Oversees the day-to-day operations, workflows, and problem resolution.

Responsibilities

Strategy Development and Execution:

  • Assists Department Leadership in developing the long-term strategy for section faculty and staff recruitment, marketing and existing program development to facilitate strategic operating plans.

  • Develops tactics to support and implement the section’s long-term strategic goals and operating plan.

  • Participates in identifying priorities and in preparing and implementing strategic and tactical plans.

  • Participates in and completes various institutional survey initiatives.

  • Maintains plan, monitors metrics and reports on progress.

  • Negotiates and implements related agreements.

  • Assesses provider capacity and access, ensures adequate provider and support staffing plans.

Clinical Practice Management:

  • Works collaboratively with leadership of UCM and BSD to ensure smooth and efficient clinical operations which include but are not limited to ambulatory, inpatient, perioperative, procedural, offsite and joint ventures and appropriate clinical program strategic growth to serve the mission of UCM and its patients.

  • Partners with Section Chief to ensure appropriate provider coverage for relevant areas.

Financial Responsibilities and Oversight:

  • Plans with Section and Department leadership for optimal financial performance of the Section; develops annual and ad hoc budgets and other analyses, for example: regularly monitors status and ensures performance against budget, identifies need, analyzes and presents ad hoc reports and graphs; ensures professional billing financial integrity and compliance; approves and monitors expenses; identifies and implements cost containment measures; and ensures compliance with fiscal policies and procedures.

  • Provides fiduciary leadership at Section level in overseeing financial operations development, including taking a lead role in providing short- and long-term financial forecasting, operational budgeting, revenue generation, expense management, financial analysis and financial operations.

  • Understands and oversees the implementation of program budgets as well as identifies and reports undesirable trends in order to make recommendations for action to the CBO.

  • Understands the dynamics of health care accounting and applies knowledge in ensuring appropriate direct and indirect revenue and expenses related to grants, on- and off-site clinical activities, and other activities.

  • Researches, compiles and analyzes data to create reports, proposals and other documents.

Academic Affairs:

  • Monitors and leads administration and oversight of the Section’s academic appointment processes, including recruitment, appointment, onboarding, reappointment, and promotion of faculty members.

  • Ensures timely and accurate processing of academic appointments and medical privileges for new and ongoing faculty, other academic personnel, and post-doctoral scholars and fellows.

  • Maintains academic personnel records for faculty, residents and fellows to promote goal setting, mentorship and talent management.

  • Manages faculty and resident personnel issues by ensuring that day-to-day needs are met and providing a conduit of information flow between residents and faculty and faculty and departmental administration.

Human Resources:

  • Leads Section staff, optimizing operational effectiveness, employee engagement, professionalism, performance management and ongoing professional development.

  • Administers human resource activities for the Section: identifies need, manages recruitment, employee/labor relations and payroll; oversees academic appointment processes in conjunction with the Department of Surgery Human Resources.

  • Ensures compliant and effective recruitment, hiring, onboarding, evaluation, promotion, disciplinary action, and discharge practices at the direction of Department of Surgery Human Resources.

  • Ensures that policies and procedures are applied appropriately and consistently.

  • Engages in team development through transparent communication, coaching, goal setting, mentorship, talent management and implementing a culture of best practices as determined by the CBO.

  • Makes recommendations on personnel actions to the CBO, including promotions, compensation analysis, performance evaluations, training and terminations.

Marketing, Communications, and Outreach:

  • Assists with appropriate external marketing and communications for targeted programmatic growth in collaboration and partnership with UCM Marketing Communication.

  • Develops internal communications plans and activities.

  • Assists with planning and supervises implementation of CME and other events.

Grants and Funding Opportunities:

  • Assists faculty in the pursuit of research funding and grants management.

  • Participates in the development and implementation of fundraising plans for the section.

Compliance:

  • Ensures readiness and compliance with regulatory bodies and all relevant policies for the section, such as fiscal, academic, human resources, Joint Commission, OSHA, and other regulatory guidelines in collaboration with UCM Office of Corporate Compliance.

  • Oversees and monitors ACGME accreditation process for residency and fellowship programs as well as ensures appropriate compliance with hospital policy for non-ACGME accredited programs.

Space, Facilities, and Equipment:

  • Manages activities related to section space, facilities, and equipment.

  • Implements CBO plans for research and administrative space planning for department to ensure that the Division’s physical property (buildings, furniture, equipment, computers, etc.) is adequately accounted for and is being used for its intended purpose.

Other:

  • Provides leadership to professional staff within a department to support teaching, medical research and clinical care. Facilitates research initiatives of the faculty and staff.

  • Recommends department priorities, allocates resources and executes strategic plans.

  • Develops non-medical activities of the department(s). Manages policy development and implementation in various departmental areas.

  • Manages a team(s) including those within hospital functions.

  • Performs other related work as needed.


Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

  • Bachelor’s degree in business, health care administration, nursing, or related field.

  • Advanced degree in business, health care administration, nursing, or a related field.

Experience:

  • Progressively responsible administrative/supervisory experience.

  • Experience in healthcare or an academic medical center environment (with matrix reporting).

  • Working knowledge of grants and contracts regarding major federal awards and/or initiation of clinical trials.

  • Demonstrated budgeting and forecasting experience.

Preferred Competencies

  • Strategic leadership skills.

  • Knowledge of accounting principles.

  • Analytical skills.

  • Problem-solving skills.

  • Decision-making skills.

  • Quantitative skills.

  • Oral and written communication skills.

  • Interpersonal skills.

  • Ability to work independently with a high degree of initiative.

  • Ability to maintain confidentiality.

  • Ability to work on multiple projects simultaneously, set priorities, and meet deadlines.

  • Knowledge of hospital finances and administration.

  • Knowledge of administering a physician practice.

Application Documents

  • Resume (required)

  • Cover Letter (required)


When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.


Job Family

Administration & Management


Role Impact

People Manager


FLSA Status

Exempt


Pay Frequency

Monthly


Scheduled Weekly Hours

40


Benefits Eligible

Yes


Drug Test Required

No


Health Screen Required

No


Motor Vehicle Record Inquiry Required

No


Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.