Assistant Director, Healthcare Admin- Department of Pediatrics

Classification Title:

AST DIR, Health Care Admin

Job Description:

Monitors divisional activities related to personnel issues, staffing, recruiting, and training of new staff.  Works with Division Chief to initiate paperwork for recruitment of new faculty and staff. Functions as a manager for the assigned divisions, including direct supervision of an office staff and oversight over other divisional employees; interviewing and hiring office personnel; conducting evaluations of office personnel; and problem solving. Responsible for the coordination of staff absences and leave; ensures that the office has appropriate coverage at all times. Works closely with the Division Chief and the Director on issues of hires and staff assignments and workload. Supervises, guides, and trains divisional office staff.  Works with the Director to assess staff needs in the assigned divisions and makes workload and task assignment suggestions. Actively participates in recruitment process and interviews candidates. Meets with staff regularly to check on progress, assigns tasks, and makes sure that workload is appropriate. Suggests training and ensures that hired staff has necessary technical knowledge to perform assigned tasks.

Works with principal investigators (PI) in the division, and the Peds Grants Office to administer pre- and post-award activities; monitor new notice of awards. Ensures that salary appointments are distributed according to budget and monitors spending of each grant. Meets on a monthly or quarterly basis with the Grants Office and PI’s for each division to review spending on grants. Provides reports for this meeting, and on as-needed basis.  Responsible for maintaining positive budget balances on all divisional funds and for keeping researchers informed of charges hitting their projects. Ensures the charges on grants are allocable and allowable.

SERVICES MONITORING & POLICIES FORMULATIONS AND RECOMMENDATIONS
Monitors the use of services, space and staffing to assure effective use of the resources and assess a need for additional equipment, staff and services. Is aware of advances in medicine and treatments and health insurances changes.
Responsible for ensuring that all programs, activities, and series comply with university, state, and federal regulations.
Recommends policy for program operations and advises faculty/administrators in the unit regarding interpretations, applications, and implementation of new or revised rules, policies, and procedures.  Makes suggestions to the chief to ensure efficient operations and achieve cost savings.  Creates and periodically updates divisional operations manual.  Acts as a backup and takes overflow patients and office calls.  Works on special projects as assigned by the Division Chief or the Director.

BUDGET ADMINISTRATION & REPORTING ACTIVITIES, DATA COLLECTION, AND ANALYSIS

Works with Division Chief and department’s fiscal resource personnel to develop financial reports, spreadsheets and protocols to provide fiscal overview to the Chief on a monthly basis and to provide requested data to the Chairman’s and Dean’s Office.  Develops cost savings measures that can be instituted by the divisions.  Produces and reviews other reports as requested by the department/divisions.  Responsible for budget related activities and handles development of annual budgets for the assigned divisions; then manages spending of these dollars through salary appointments and tracking of spending, reporting of variances to the Dean’s office and helping to develop cost savings measures that can be implemented by the department. Tracks status of research studies to include review of study invoices from hospital and other vendors and approval for payment.  Ensures billing of study costs to the contract agency and tracking receipts of payments for this site and other satellite sites that may participate under the administrative overview of the University of Florida.  Plans costs and coordinates billing payments. Responsible for maintaining an inclusive working environment that is free from discrimination and harassment.

Oversees EPIC clinics templates and visits schedules for all providers within the assigned divisions. Responsible for providing direction, coordination and administration in the areas of financial budgets, cost analyses, information/data processing, invoicing and setting up RVU targets. Ensures optimal collections and appropriate expenditures for the assigned Divisions. Periodic review of billings and collections for each Division. Ongoing tracking to ensure optimal collections. This position sets up procedural protocols for optimal billing by physician services; is responsible for major systems review as it is related to Billings and Collections for the clinical divisions and as it relates to fiscal reporting and management tools regarding spreadsheets. With the changes in the