Job Description
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 School of Dentistry has an outstanding opportunity for an Administrator to join their team.
The University of Washington School of Dentistry's (UWSOD) Department of Oral Medicine, located in the Health Sciences building on campus, is the region's premiere authority on Oral Medicine related issues. The Department values diversity in its students, staff, faculty, and patient populations. It seeks to foster an environment of mutual respect where objectivity, imaginative inquiry, and the free exchange of ideas can flourish to facilitate personal development, professionalism, and a strong sense of self-worth. The department is committed to improving the health of our patients throughout the region, across the country, and internationally. Our providers and dental students deliver clinical care and participate in outreach programs that are particularly attentive to underserved populations. Our staff is the most important asset in our pursuit of achieving academic excellence for our pre-doctoral, graduate, and resident dental programs and student clinics.
The University of Washington Department of Oral Medicine is a global leader in patient care, teaching and research involving diagnosis and nonsurgical management of diseases of the orofacial complex and systemic and behavioral disorders that impact oral health, including:
Orofacial pain, including temporomandibular disorders (TMD)
Neurosensory and motor disorders
Mucosal diseases
Oral cancer and complications of cancer therapy
Dental care for patients with disabilities
Salivary dysfunction
Oral complications of systemic illnesses
Craniofacial imaging and other diagnostics
Dental urgent care
We Value :
Excellence and integrity in all areas of our mission - teaching, research and patient care
Education of students and professionals in the delivery and evaluation of clinical care guided by evidence-based patient care principles
Diversity of backgrounds and viewpoints among our faculty, staff and students
Collaboration with colleagues in the School, the University and in the community - regionally, nationally and internationally
Compassion for patients, students and colleagues
The Administrator reports directly to the Department Chair with a secondary reporting line to the Associate Dean for Finance and Resources. The Administrator is responsible for assessing and managing the overall fiscal and operational health of the department. This includes financial planning and management of over $5.5M in funds from a variety of sources including institutional funding, clinical revenues, gifts, graduate medical education (GME) salary, and grants and contracts. The administrator must establish policies and procedures governing all aspects of the overall operations including strategic planning, faculty and staffing requirements, recruitment of faculty and staff, regulatory compliance, employee compensation, staff human resources, academic affairs, and faculty scheduling for critical roles.
The Administrator must demonstrate an effective business acumen and work collaboratively with faculty and staff to advance the strategic goals of the School of Dentistry and the mission of the department. The ideal candidate will understand and possess the skills required to respond to and report on resource and financial complexities for both academic programs and revenue generating clinics as well as activities from research, and gifts and endowments. Clinical operations generate over 50% of the overall funding for the department and must be managed on a self-sustaining basis. The Administrator is expected to exercise independent judgment and discretion in policy development and serves as the primary liaison with the School of Dentistry's Human Resources, IT, and Finance and Accounting teams, as well as other centralized operational support teams.
DUTIES & RESPONSIBILITIES
Financial Administration (20%)
Develop and prepare annual budgets for Departmental programs and submit them in Adaptive, the Workday financial accounting system budgeting program.
Using University financial accounting tools and standards, monitor income and expenditures in all department budgets.
Update annual projections from monthly activity including identifying variances and proposing adjustments as necessary.
Manage fiscal compliance related to internal financial controls, especially ProCard, petty cash, travel, and payroll expenses.
Manage GME finances supporting the residency program, including tracking for Medicare reporting and contractual allocations.
Oversee staff whose responsibilities include reconciling income, expenditures and budgets and producing periodic financial reports.
Identify appropriate funding assignments for faculty and staff salaries.
Financial Oversight (20%)
Assess, develop and implement clinical practice benchmarks.
Develop standard financial performance reports including identifying performance trends and factors that may impact clinical finances.
Respond to developing and emerging issues affecting financial sustainability.
Advocate for accountability of the faculty and staff for their role in the success of the treatment and revenue cycle processes.
Identify, define, and support implementation of processes that reduce errors and result in increased efficiency and revenues.
Work closely with each Division Director to optimize clinical and financial processes.
Responsible for the administration of the grant lifecycle - from creation of proposal, submission of application, and post-award reporting.
Utilize the patient record system (axiUm) to generate performance metrics including clinical reports, cost accounting, billing and collections.
Provide clinical data analysis and support to department faculty, staff, and student leadership for annual planning purposes.
Work with SOD-IT to develop, implement, and maintain department metrics for billing and revenue cycle analysis and improvement.
Manage space, facilities, and compliance issues affecting departmental clinics.
Human Resources Management (20%)
Oversee faculty appointments, promotion, and tenure actions.
Monitor proper faculty licensing and credentialing and initiate new credentialing or renewal actions as necessary.
Recruit, hire, and onboard all new departmental staff; and, train, supervise, and manage the performance of direct reports.
Oversee payroll and personnel documents for staff, faculty, students, visiting scholars and scientists.
Conduct annual reviews and merit assessments for direct reports and oversee the processes supporting these activities for all other departmental staff.
Collaborate with School of Dentistry Human Resources regarding faculty and staff recruitment as well as faculty appointments, promotions, salary actions, performance reviews, and corrective action issues.
Interface with UW Human Resources, SODHR, union representatives and other parties as necessary in support of departmental staff.
Clinical Operations: (20%)
Provide direction and management oversight for all clinical areas and staff.
Review clinical activity regularly to monitor and adjust staffing, scheduling, and other clinical functions to optimize workflow and efficiency.
Manage personnel matters for all assigned staff including training, performance goals and evaluation, mentoring, professional development, corrective actions, and compensation.
Maintain overall responsibility for ensuring that clinic areas and equipment are prepared, appropriately staffed, and available to provide patient care and educational support during all clinic hours.
Monitor revenues and expenditures on a monthly basis to identify variances and adjust as necessary to meet budget targets.
Assist in development and lead the implementation of clinic policies and procedures that are consistent with school, university, state, and federal regulatory guidelines.
Monitor faculty, staff, and student compliance with policies and procedures.
Lead effort to baseline clinical and patient process flows using existing data and input from faculty, staff and students.
Identify gaps or inefficiencies in processes and oversee efforts to design and implement continuous improvement programs.
Ensure that staff receive training on changes/updates to clinic policies and procedures.
Compliance and Risk Management: (10%)
Integrate compliance policies into daily operations and guide full implementation within the department.
Ensure that clinics follow current HIPAA policies regarding Protected Health Information (PHI) related to IT systems, email, phone or other communications; proper protocols for handling, disposal or destruction of information and documents; and all policies for completion of required training modules for faculty and staff.
Develop new employee orientation on health and personal safety as it relates to the workplace, and establish processes for delivery and re-training.
Interpret and integrate federal, state, UW, and other laws and policies relating to safeguarding of facilities
Other Administrative Responsibilities (10%)
Work with SoD Information Technology to develop and implement systems in support of administrative and operational efficiencies.
Develop and implement operational policies and procedures, and oversee compliance with ongoing operational policies and procedures.
Oversee database development, maintenance, and reports (i.e. metrics, statistics, and/or surveys) in response to School, University, accreditation and/or peer institution inquiries.
Manage support for departmental program accreditation.
Attend faculty meetings and provide appropriate administrative and financial information and analysis.
Other duties as assigned.
MINIMUM REQUIREMENTS
Bachelor's degree in business administration, healthcare administration, or other comparable area, and four to five years of experience in a strategic or financial role in an academic, healthcare or public/private dentistry, medical-related or comparable organization.
2-3 years' experience overseeing financial outcomes or having direct fiscal responsibility for organizational financial outcomes. Equivalent education and experience from which comparable skills and abilities have been obtained may substitute for specific requirements.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Compensation, Benefits and Position Details
Pay Range Minimum:
$108,000.00 annual
Pay Range Maximum:
$121,560.00 annual
Other Compensation:
-
Benefits:
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Shift:
First Shift (United States of America)
Temporary or Regular?
This is a regular position
FTE (Full-Time Equivalent):
100.00%
Union/Bargaining Unit:
Not Applicable
About the UW
Working at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.
UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.
Our Commitment
The University of Washington is proud to be an affirmative action and equal opportunity employer (https://hr.uw.edu/eoaa/) . 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 .
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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.
