Assistant Director, Health Care Administration Pediatrics

Classification Title:

Assistant Director, Health Care Administration Pediatrics

Job Description:

Providing Direction, Coordination, and Administration:

Responsible for providing direction, coordination, and administration of financial budgets, cost analyses, information/data processing, invoicing, and establishment of RVU targets. Reviews operating expenses, capital purchases, as well as other purchasing operations. Prepares projected annual budgets with the Division Chief and Department Director. Makes suggestions to the Chief to ensure efficient operations and achieve cost savings. Works with Division Chief and department’s fiscal resource personnel to develop financial reports, spreadsheets, and protocols to provide a fiscal overview to the Chief on a monthly basis as well as providing requested data to the Chairman’s and Dean’s Office. Produces and reviews other reports as requested by the department/division(s). Performs analysis of the divisional budget’s variance reports on a monthly basis.  Coordinates and manages activities for the department’s divisional managers and other administrative staff. Provides training and professional development activities for current administrative support staff, and onboarding administrative specialists.

Functions as the Lead Administrator for the Assigned Division(s):

Establishes priorities and deadlines, creation of work assignments, and managing of office activities. Coordinates confidential or non-routine administrative duties and provides advanced administrative support to the Division Chief and Departmental Director.

Manages and problem solves unit human resource functions. Including faculty recruitment(s), fellow recruitment(s), interviewing, and hiring for the administrative support staff. Coordination of itineraries for faculty recruitment visits working closely with Division Chief to coordinate faculty hires. Coordinates the travel and itineraries to ensure visiting applicants are treated with the upmost respect and hospitality. Assisting in the resolution of complex human resource issues within the division(s) including training, recruitment, and personnel functions within the unit in collaboration with the College of Medicine Human Resources team.

Manages office operations by being responsible for the management of staff absences and leave coordination, ensuring that the offices has appropriate coverage at all times.  Works closely with the Department Director on issues related to hires, staff assignments, and workload. Including the completion of hiring forms, proformas, and insuring budgetary coverage for positions. Manages all issues with administrative functions including addressing phone or computer problems, coordinating, and establishing new employees with phone and computer connections, and oversight of divisional trainings.

Supervises administrative support staff, OPS employees, and student assistants. These duties include but are not limited to: Conducting quarterly check-ins and reviewing proposed salary increases; Responsibility for any disciplinary actions while working with the Division Chief and Department Director to follow UF policies and procedures; Approval of any leave requests submitted by staff ensuring coverage in all areas; Evaluation of office staff to determine if needs of faculty are being met; And the creation and implementation of new processes or positions as needed.

Coordinates Faculty leave and payroll approvals: Responsibility for monitoring the division’s Leave Reporting System along with capturing all faculty leave requests; Ensuring all approved faculty leave is entered into the PeopleSoft system with approval in a timely manner; Responsibility for reviewing and approving all staff time on a bi-weekly basis; And oversight of the administrative duties relating to leave requests and documentation in accordance with the University, the College of Medicine and Departmental policies and procedures.

Financial Responsibilities:

Responsible for providing direction, coordination, and administration in the areas of financial budgets, cost analyses, information/data processing, invoicing, and the setting up RVU targets. Ensures optimal collections and appropriate expenditures for the assigned division(s).  Oversees the periodic review of billings and collections for each assigned division(s) and ongoing tracking to ensure optimal collection

Performs analysis of the divisional budget’s variance reports on a monthly basis. Presents data to division chiefs and the Director. Meets with Division Chiefs on a monthly basis to review variance and other budgetary reports (statistical, payor mix, revenue cycle, etc.); explains variances to the chief plan and implement corrective actions.

Coordination of Department/Division(s) Principal Investigators:

Works with principal inves