ASSOCIATE ADMINISTRATOR

Req #: 211654 Department: DEPARTMENT OF MEDICINE: GENERAL INTERNAL MEDICINE Job Location: Harborview Medical Center Posting Date: 08/29/2022  Closing Info: Open Until Filled  Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience.  Shift: First Shift  Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.  

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.

The Department of Medicine: General Internal Medicine has an outstanding opportunity for an Associate Administrator to join their team.

The purpose of this position is to oversee and facilitate the financial operations for the Division of GIM.  This position requires excellent skills, knowledge, and experience in financial administration and compliance.  This position reports to the Administrator for the Division of GIM and works closely with leadership, faculty, and staff leadership in the Division, Department of Medicine, School of Medicine, UW Campus, UW Medicine and its affiliate, in an effort to build and maintain efficient and effective research processes that are vital to our mission.  The position has independent authority to develop policies and procedures and implement systems to manage financial information and metrics for the Division.

The Associate Administrator is responsible for providing leadership and direction for the financial activities of the Division of GIM. This position will serve as the primary resource for Division faculty and staff on finance, grant, contract, gift, and other funding issues and requires extensive knowledge of the numerous policies and procedures of different funding agencies.  This position provides consultation to the Department of Medicine Administration, the Division Head, the Division Administrator, and the Divisions grants and finance team for budget planning and projections, expense allocation and reconciliation, reporting, compliance, oversight, and close out for all budgets.

The position is required to use independent judgment, strong leadership skills, and knowledge of academic clinical trial healthcare business operations to effectively facilitate work flow and promote a collaborative work environment.  This position will maintain dynamic communication with Division faculty and staff, as well as internal and external partners. This position advises faculty and staff of financial rules and regulations of the University of Washington and various granting agencies and ensures compliance with those rules.  This position will have administrative management responsibilities and provide program-level financial management support and leadership.  This position participates in strategic and financial planning committees. The Division of GIM is the largest Divisions in the Department of Medicine, with nearly 400 faculty, and approximately 100 staff, and approximately $105+ million of financial activity in over 275+ active budgets.


DUTIES AND RESPONSIBILITIES

This position will partner with the Division Administrator and the Division Head on developing and implementing long-range strategic business and financial processes that meet and ensure program sustainability and operations.  Specific duties and responsibilities include:

Division Financial Management (50%)

1. Monitor Division financial account balances, anticipating and detecting problems, keeping principal investigators and the Division Administrator informed of those problems, proposing solutions, and independently initiating corrective actions and measures.
   
   

2. Monitor Division budget and financial forecasting, include knowledge of purchasing/acquisition policies, tracking expenditures, as well as, monitoring financial performance, ensuring consistency with the approved award budget.
   
   

3. Supervise 8 FTE who perform all centralized pre and post award finances.
   
   

4. Plan, organize, direct, monitor and coordinate the financial resources for the Division including financial planning, budgeting and accounting functions; establish and maintain account management procedures.
   
   

5. Audit and approve expenditures, variances, extensions, re-budgeting, advance account requests, payroll and personnel changes for accuracy and compliance with institutional policies and procedures and prepare and maintain administrative and business reports and records.
   
   

6. Administer a system for generating monthly budget reports that meet requirements of funding agencies, institution, and investigators for planning, budgeting, auditing, and oversight purposes and administer the process for the allocation/funding of faculty salaries.
   
   

7. Train and orient program staff on financial systems, applicable policies and laws. Coordinate with Program Managers to ensure compliance with UW fiscal policies and procedures and advise them in analyzing and strategizing about Program financial needs.  Provide expert advice and analysis.
   
   

8. Perform other post-award activities including financial reporting, payroll distribution and certification, cost sharing, and matching requirements and ensure compliance with agency expenditure policies and procedures, award terms and conditions and will also work to support and develop a customized budget projection and reporting system.
   
   

9. Oversee faculty effort certification reporting, ensuring that reports are compiled accurately and signed in a timely manner, and revisions accounted for efficiently.
   
   

10. Assist with the preparation and review of division faculty salary and cFTE tracking on an annual basis, ensuring faculty effort is accounted for and projected accurately.
    
    

11. Review and approve payroll, the Central Travel Account, purchasing and travel reimbursement requests.
    
    

12. The Division Finance Manager is required to possess a comprehensive knowledge of the University of Washington, UWMC and state policies and procedures relating to budgeting and financial management.
    
    

13. Interpret and integrate federal, state, institutional and industry laws and policies as they apply to the Division administrative and research operations in the design and implementation of Division policies and procedures to ensure fiscal compliance in personnel/payroll, purchasing, and budget management and oversight.
    
    

14. Develop policies and procedures related to the administration of financial management functions across all components of this large research division to manage systems that will safeguard compliance with-all institution, local, state and federal regulations regarding grant and contract financial management and reporting.
    
    Strategic Planning (20%)
    The Division Administrator-Program Operations will provide senior leadership including but not limited to providing vision, mission and strategic initiatives and developing appropriate goals and objectives to advance the programs within the Division.
    
    

15. Provide leadership and mentoring the Division and research managers.
    
    

16. Establish strong working relationships with the faculty, staff, Division Heads, and Program Directors.
    
    

17. Lead an environment of innovation and changes for the Division as a whole.
    
    

18. Participates in Division strategic planning, including participation committees.
    
    

19. Works with Division programs to assess and implement long-range financial needs, opportunities and weaknesses to align with the overall mission of the Division.
    
    

20. Will have a leadership role in the DOM representing the Division, the finances, change management and strategic goals.
    
    Division Administration (15%)
    
    

21. In conjunction with the Division Head and Division Administrator, identify the needs of the Division and propose solutions. Areas of need include: space, staff, faculty and research growth, funding for non or indirect research related activities etc.
    
    

22. In the absence of the Division Administrator act as the go to person for the UW offices and Division staff and faculty.
    
    

23. Create and present innovative and flexible approaches to business practices as it relates to the management of rapid change in the Division.
    
    

24. Ability to navigate institutional policies and procedures, including but not limited to Finance, HR, funds flow, methods of agreement etc.
    
    Staff Supervision, Training and Mentoring (15%)
    
    

25. Interview final candidates for all fiscal roles, evaluating qualifications, ability to learn and overall suitability for financial positions in the Division.
    
    

26. Provide oversight and input into fiscal leaders that are training, mentoring and growing junior fiscal staff.
    
    

27. Provide training, mentoring, and guidance for all financial operations.
    
    

28. Direct Supervision of 3 FTEs (and 5 staff under research administrator).
    
    

29. Change management for the Division with the implementation of UWFT financial system replacing MYFD and ARIBA and the introduction of the Oncore CTMS.
    
    

30. Division liaison with various UW central offices including: SOM, DOM, OSP, GCA, MAA, etc.
    
    
    MINIMUM REQUIREMENTS
    
    
    

31. BA in Business or related plus five years of related experience.
    
    Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
    
    
    ADDITIONAL REQUIREMENTS
    
    
    

32. Financial analysis and operational, financial, HR or other program management experience.
    
    

33. Intermediate to advanced Excel and financial reporting skills.
    
    

34. High degree of professionalism.
    
    

35. Customer and results-oriented.
    
    

36. Flexible, detail-oriented and ability to multi-task and work under pressure.
    
    
    DESIRED QUALIFICATIONS
    
    
    

37. MBA, MPA or MHA plus four years of related experience.
    
    

38. Previous work in an academic medical center.
    
    

39. Previous experience working within higher education.
    
    

40. Previous experience with clinical funds and revenue cycle analysis.
    
    

41. Understanding of compliance issues in healthcare environment.
    
    

42. Working knowledge of enterprise-wide relational databases, multi-dimensional cubes, scripting languages, SQL server (including SQL Server Analysis Services), and Business Intelligence reporting tools.
    
    

43. Familiarity with a variety of UW and UWP systems and policies (Workday, MyFD, EDW & Financial Cubes.
    
    
    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.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

COVID-19 VACCINATION REQUIREMENT

Governor Inslee's Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.

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