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ADMINISTRATOR, Cardiothoracic & Transplant Surgery

University of Washington
Seattle, WA Full-time
Posted on February 1, 2020
Req #: 173751
Department: SURGERY
Job Location: Health Sciences Center
Posting Date: 11/01/2019 
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 detailed information on Benefits for this position, 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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.

The Department of Surgery has an outstanding Administrator positon with oversight and management of the Cardiothoracic (CT) Surgery Division and the Transplant Surgery Divisions (TSD). Additionally, the administrator is responsible for oversight and direction of the Administrative Core and Clinical Research throughout the Department. This position is a senior level Administrator in the Department. The Administrator reports to the Director of the Department of Surgery with a delegated supervisory relationship to Associate Director of Clinical Programs. The Administrator will oversee and supervise two key positions: the Manager of Program Operations who operationally manages all of the Advanced Practice Providers (APPs) s in the Department and has direct supervision of the Administrative Core’s supervisor. In addition, this position oversees and supervises the Clinical Trials Research Manager and provides strategic direction and oversight to the Clinical Trials program within the Department, UWMC.

This position’s level of responsibility includes developing and implementing budgetary and personnel decisions as well as oversight and management of other strategic areas of the Department. In close collaboration with the Division Chief and other key leaders, this position will prepare and provide analysis for proposals for new programs, and is responsible for implementation of initiatives and new programs.  It requires someone with maturity, excellent core people and financial skills and the ability to understand the broader strategic vision.  The Administrator must be able to interpret the strategic vision and make decisions in these areas of responsibility to further that vision.

Major components of this position are:
Direction, planning and administration of CT Surgery and Transplant Surgery Operations and Budgets = 40%
Development, direction and management of CT & Transplant faculty and staff HR = 30%
Oversight, planning and development Department of Surgery Admin Core Services = 15%
Oversight of Clinical Research Program Department-wide = 15%

To be successful in this position, the Administrator must be a seasoned leader and influential thought leader. The Administrator must have highly developed strategic capabilities, with equally developed operational skills. This position will be the administrative leader of a big group of dedicated faculty who work at the top of their professions with large volume of complex patients. This position requires an administrative partner with similar qualities.  Gaining the trust and confidence of the faculty in these divisions is paramount to success in this position. The administrator must be a creative problem solver, an excellent listener, possess a good sense of humor and have a dynamic and reassuring leadership style. The Administrator must lead by example and be committed to developing Excellence in the Divisions and Department. This position is part of the senior leadership team in the Department and participates in strategic direction planning for the Department. The Administrator will represent the Divisions and Department on selected UW Medicine-wide committees and will represent CT and TSD Divisions within appropriate University events and committees and external associations.

Cardiothoracic Surgery
Cardiothoracic Surgery is comprised of 16 Surgeons (including vacancies in recruitment) and 46 Teaching Associate Faculty (also including vacancies). CT faculty provide vital clinical services including heart and lung transplantation, aortic valve replacement, ventricular assist device implantation, congenital cardiac surgery, and lung cancer surgery.  The Division has a robust research program with NIH-funded faculty participating in lung transplantation, lung cancer, surgical outcomes, and cystic fibrosis research.  Our faculty also participate in investigator-initiated or industry clinical trials with the goal of improving patient outcomes for surgeries related to valve replacement, heart and lung transplantation, and ventricular assist device implantation.

In FY19, CT’s clinical revenues, including institutional support, was $11.3M. Surgical services are provided at five locations University of Washington Medical Center (UWMC) Harborview Medical Center (HMC), Seattle Children’s Hospital (SCH), Northwest Hospital (NWH) and Veteran’s Administration Puget Sound Healthcare System (VA). The Cardiothoracic Residency & Fellowship Programs are some of the most prominent in the country. The Adult Cardiothoracic training program has 6 residents and 3 fellows at various levels of education in a year, and they provide patient care at all cardiothoracic sites across UW Medicine. An additional Fellow in Heart and Lung Transplantation is anticipated in the next year and recruitment is underway.

Division of Transplant Surgery (TSD)
Transplant Surgery is one of the most clinically active divisions in the Department, providing adult and pediatric solid organ transplant surgery services at UWMC and SCH. The surgeons specialize in liver, kidney, pancreas and intestinal transplantation, and also participate in organ procurement across Washington, Oregon, Idaho, Montana and Alaska. Clinical revenues, including institutional support, for FY19 were $4.0 Million. The Division participates in its own clinical research and also provides significant bio-statistical support to clinical and outcomes researchers (faculty, fellows and residents) in other divisions and departments. TSD has 9 regular faculty, with additional faculty positions anticipated for 2020, and 5 APP Teaching Associates. The Division also provides resident rotations for the general surgery residency program and program direction to the Transplant Surgery fellowship, a two-year non-ACGME fellowship, with 1-2 fellows per year.


POSITION RESPONSIBILITIES
Management of CT and Transplant Surgery Administrative & Financial Operations – 40%
Financial and Budgetary Oversight and Operations
  • Plan, develop and prepare annual divisional budgets. Must deeply understand sources and uses of funds in concept and practice.  Must understand how to work within the larger Department and UW systems.
  • Oversee and closely monitor budget reports, ensuring monies are spent according to plan.  Recommend and implement changes to align budgets with changes.
  • Ensure regular analysis and communication about budgets and spending to CT & TSD Division Chiefs. Partners with Division Chiefs on communications with other faculty in the Division
  • Makes costing allocation decisions and submits instructions;
  • Understanding of and expertise in faculty clinical revenue billing and coding; becomes a resource for faculty with questions and bring resolution to problems.
  • Understand and work with Associate Director and HR/Faculty Affairs on compensation processes for faculty and staff. Ensure communication is finalized to all affected parties on all compensation changes.
  • Provide final approval for all expenditures on divisional and other assigned budgets;
  • Manages contracts for faculty services and education initiatives as necessary.

    Management of Physical Resources, Compliance and Daily Operations:
  • Work with Associate Director and staff in operational areas to carry out large-scale reassignment of space and/or remodels. As necessary, prepare proposals and guide from proposal to adoption.
  • Ensure that daily operational changes/activities are attended to in a timely and thorough manner, delegating as necessary.
  • Understand Department, University and applicable state and federal rules and regulations are known and understood. Ensure policies and procedures are communicated and integrated into divisional processes, including ensuring training of staff and faculty.  Responsible for overseeing and ensuring compliance of policies and mandatory actions within the Divisions
  • General understanding of compliance issues associated with research; Oversee and direct appropriate processes, guidelines and training to meet compliance regulations
  • Understand, all research ongoing and contemplated (bench, clinical, outcomes, translational, device and other clinical trials) in the Division.  Assist and partner with Department central research processes to ensure appropriate coordination of all research activities – clinical, bench or device trials.

    Management of CT & TSD faculty and staff HR and Divisional Communications/Marketing = 30%
    Faculty Human Resources:
  • Work with Director, Associate Director and Division and Sections Chiefs to identify faculty staffing needs; developing a business case for adding new faculty.
  • Work with Department Faculty Affairs to initiate, oversee and coordinate faculty hiring activities.  Essential that this individual understands the appointment and credentialing process and timelines and act as liaison an arbiter between Division Chief and Faculty Affairs
  • Oversee and direct on-boarding of new faculty, working with School, Department and clinical areas to achieve optimum results;
  • Work with Faculty Affairs and Chief to trouble-shoot and assist with faculty questions and operational issues;
  • Oversee appropriate marketing of new faculty – within system and outside; working with Departmental and UW Medicine resources. Develop and ensure alignment with strategic direction.
  • Work closely with Chief, Director & Faculty Affairs on any faculty affairs issues that may arise.  The Administrator is the individual to ensure these issues are escalated appropriately and managed throughout.

    Divisional Staff Human Resources
  • Oversee and manage recruitment and hiring of Staff working specifically for the Divisions of CT and TSD, including assistants to the chiefs, research personnel and specified other personnel working solely in these divisions.
  • Supervise and coach staff; ensure their development;
  • Provide appropriate tools and training for staff to successfully accomplish their duties.
  • Regularly evaluate performance and manage performance issues that may arise.

    Divisional Marketing and Communications
  • Learn Divisional marketing and communications’ needs; discuss with Chiefs and faculty; develop plan and implement plan.
  • In conjunction within system (Departmental/UW Medicine and other), provide leadership to Divisional marketing efforts;
  • Ensure appropriate marketing of new faculty – within system and outside; working with Departmental and UW Medicine resources.
  • Oversight for CT and TSD Division’s Website presence, with appropriate delegation of day to day maintenance.

    Direct the Department of Surgery Administrative Core = 15%
    The individual in this position oversees the Administrative Core. The Core work as a team with well-defined intake systems in order to service the core administrative processes that span the multiple sites of Department of Surgery with its workforce of approximately 450 individuals. The Administrative Core work is focused on routine transactional and administrative processes that are common and high volume across the Department. Working in coordination with Division administration and Department centralized services; these individuals standardize and integrate administrative tasks to be exceptionally efficient, timely, and compliant.

    Oversight and guidance of Administrative Core (currently composed of four administrative core members, one Administrative Assistant Supervisor and Manager of Program Operations);
  • Oversight of hiring, training and supervision of the Admin Core members;
  • Manage development of the roles and ensure performance goals are met.
  • Work with faculty to understand the role of the Admin Core and to establish norms for Admin Core and faculty to work together.
  • Review and decide on best technological support systems, work to implement and make functional
  • Oversee the Manager of Program Operations as they work to further train and develop of admin core members and supervisor;
  • Provide leadership to ensure well-functioning a well-functioning that deliver excellent support for faculty and programs within scope of their jobs; ensure teams can cross-cover;
  • Facilitate a culture of excellence, diversity and satisfaction reflective of the department mission statement

    Clinical Research Oversight = 15%
  • Provide oversight to the Clinical Trials Research Manager located at UWMC;
  • Partner with the Clinical Pre-Award Research Manager located at HMC to oversee Departmental Clinical Research Budget Development
  • Be aware of problematic issues as they arise; resolve with key personnel or escalate as appropriate;
  • Lead the Departmental Clinical Research Oversight Committee to identify areas for development and improvement, such as review and revision of clinical trials standard operating procedures (SOPs)
  • Provide overall guidance for adherence to policies;

    REQUIRED QUALIFICATIONS
    Education:
    MA – MBA, MHA, MPH, MPA or similar
    Type and Years of Experience: 4-6 years (minimum 4 years’) increasingly responsible administrative, HR, leadership and financial direction and oversight of large programs;

    OTHER REQUIRED QUALIFICATIONS
  • Excellent verbal and written skills; employs diplomacy and tact
  • Expert use of Excel and other financial tools
  • Expertise in other Microsoft suite of programs.
  • Strong HR Management skills;
  • Ability to understand and develop strategy, interpret and incorporate into areas of responsibility;
  • Must have confidence of faculty.  Faculty leaders must see this person as a person who gets things done and who is a true administrative partner.
  • Must have strong emotional intelligence and diplomatic skills to drive implementation of strategic planning between and among stakeholders, departments and/or hospital partners.
  • Strong, demonstrated leadership skills.
  • Experience working in large academic healthcare setting;
  • Must work well with other departmental areas, including Finance, HR and Faculty HR.
  • Has working knowledge and application of process improvement techniques

    DESIRED QUALIFICATIONS
  • Experience with clinical areas of Cardiothoracic and Transplant specialties highly desired
  • Experience working with clinical research programs.

    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.
  • 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 equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.