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We have an exciting opportunity to join our team as a Division Administrator.
The Division Administrator will have overall administrative responsibility for the academic division. S/he will work closely with the Administrator and the Division Director to manage the strategy and operations for mission execution, faculty support, staff development, and program management/expansion. The position includes supervision and development of non-physician staff and all aspects of the division. In keeping with the mission of the institution, s/he must establish short and long-term goals with the Administrator and Division Director, and in accordance with guidelines from leadership. The Division Administrator must also develop and/or implement policies and procedures to ensure compliance with NYULH policies and accrediting bodies in all areas of responsibility. Other essential responsibilities include onboarding and life cycle management for faculty; participate in financial planning and reporting, sponsored projects management, revenue cycle, management of clinical operations, division space management and other duties. This role is a dual report to the department administrator and the division director.
With Administrator and Division Director, establish annual and long-term goals for the division and align them with the missions of the department. Develop operational strategies, plans and programs to optimize clinical, research, education, operations, and financial performance
Serve as adviser to the Administrator Division Director and other faculty leaders and division administrators within the department
Participate in the oversight of divisional finance and administration
Schedule and conduct regular meetings with key personnel of Medical School and Hospital Departments to proactively promote the most effective services. Work with department leadership to develop and prepare verbal and/or written reports on the status of and/or changes to divisional objectives and initiatives
Works with department leadership to develop, organize, and conduct in-service sessions and implement new programs to generate additional revenue and/or savings.
Identify new revenue opportunities; develop proposals and business plans
Design and/or participates in Value Stream Analysis (VSA) and Rapid Improvement Events (RIE) as appropriate.
Participate in the Departmental Administrators Committee (DAC), sub-committees, and other NYU Langone Health initiatives in the broader community (ex- VBM, HRO, Zero Harm, Change Management, etc)
Assist in the development of business plans for all programs in the division
Provide administrative support to the Administrator and Division Director, on developing and monitoring workload and revenue indicators (i.e., discharges, length of stay, denials, outpatient referrals, etc.) Analyze data and make recommendations
Participate in the development of strategies to ensure optimization of funding and financial support for professional activities
Participate in vendor maintenance contract negotiations
Manage the divisional procurement process and PCards
Oversee division-based Value Based Medicine (VBM) projects, including projects led by Departmental Administrator and transmitted through the VBM committees
Manage the non-physician staff within the division. Direct and coordinate administrative personnel to assigned tasks and projects. Provide general management of clinical, research, and admin exempt/non-exempt staff
Explain to employees clearly what his/her responsibilities are and the applicable performance standards
Oversee divisional staff recruitment, interviews, onboarding, terminations, lay-offs and volunteer and immigration paperwork for incoming personnel
Approach the performance review process constructively and conduct it in accordance with Human Resources and departmental guidelines and procedures. Conducts divisional staff annual evaluations based on Behavioral Standards & Competencies
Bring to the employees attention areas of performance needing improvement as soon as they are recognized with a plan and a time frame for correction; identify areas for growth. Implement the disciplinary process in accordance with School of Medicine guidelines
Continuously encourage the performance of the staff to achieve the best possible outcome. Serve as a mentor to the staff in the performance of their duties
Oversee all staff development and training programs in the Division. Promote an environment conducive to shared learning. Promote staff participation in development programs, such as MLDP and TLDP
Liaise with 1199 for appropriate state and city policy compliance
Manage staff attendance, sick time, FMLA, and vacation time based on institutional, state and city policies
Oversee the staff engagement survey and create and implement action plan(s)
Adhere to medical center policies and procedures as seen in the staff handbook
Ensure that all required certifications, medical clearance, training, COI are completed
Promote diversity, inclusion, and mentorship as core institutional values
In conjunction with the Administrator, oversee the local assignment of space and facilities planning for division
Assess divisional needs against short and long term goals, right size as appropriate
Serve as Project Manager for all major construction and renovation projects within the division
Manage the needs assessment, planning, development, and execution of major capital expansion; oversees the negotiation of capital equipment and ensures appropriate level of analysis, projections and financial documentation is provided; in addition, proper management, inventory, and disposing of equipment is required
Oversee facilities management and research lab operations and cores for the division
Manage renovation projects, including space layout and budget negotiations, furniture and equipment selection and purchasing
Actively participate in mergers and acquisitions, assuring integration of operational, financial, and clinical missions
Manage equipment ownership transfers for faculty moving to other institutions
In conjunction with the Administrator, oversee the development and implementation of policies and procedures for the Division. Ensures compliance in all areas of responsibility. Ensure that policy changes are documented and communicated thoroughly
Manage divisional compliance based on institutional, state, and city policies. Assures compliance with regulatory mandates of The Joint Commission (TJC), New York State Department of Health, New York City Department of Health and Rules and Regulations and Bylaws of Medical Staff and corporate compliance officer
Develop and process changes required to comply with new or changing regulations. Develop and approve effective complaint procedures
Oversee preparation of all externally and internally mandated reports
Oversee the Influenza Vaccination Campaign for all divisional employees
Communicate new policies and procedures and regulatory changes impacting the division with medical and non-medical staff as indicated. Establish mechanisms/processes that facilitate compliance and assist in reinforcing hospital and school policy changes and regulatory requirements
Oversee staff and management training for appropriate training courses: Emergency Management & Workplace Safety Annual Compliance Training Annual Regulatory Training Compliance Code of Conduct Foundations of Diversity & Inclusion Preventing Workplace Harassment Influenza Vaccination Annual Health Assessment Annual Disclosure reporting Clinical compliance/privacy training Hazardous Waste Chemical Hygiene Introduction to Biosafety for Research Space
Provide administrative management support to the Administrator and leadership in the recruitment of new faculty including preparation of RAP package for consideration of research faculty
Oversee the administrative services provided to all faculty within the division
In conjunction with the Administrator, develops and implements strategic plans for the recruitment of faculty in areas targeted for growth jointly with the hospital and/or research mission
Participates in the develop a business plan for review and approval by the Chair and leadership
Work with the Hospital, OSR, DCM, RED+F regarding resources for recruits, including space, IT/computational needs, animal relocation and rederivation needs and equipment
Actively participate in the faculty application, screening, and/or interviewing process
Oversee the administrative support provided to ensure all practicing/admitting physicians providing care to patients at NYUHC are appropriately onboarded, appointed, and credentialed
Ensure that all necessary paperwork is initiated and completed and guidelines are followed
Liaise with individual Attendings, as needed, to facilitate compliance
Participate in the manage Change of Responsibility (COR) letters for all divisional faculty as roles are adjusted
Notify clinical faculty of hospital events (i.e., Deans honors day, graduation, mandatory training, etc.) and encourage attendance
Organize a communication mechanism for faculty and house staff on the service such as email or fax
Oversee and ensures third- and sixth-year Tenure Track Faculty Mentoring Reviews and Annual Mentoring Letters are completed
Review faculty engagement survey and reports to Senior Leadership on action plan
Manage faculty terminations and transfers, including clinical practice and/or lab
Oversee adherence to faculty policies and procedures as seen in the faculty handbook
Participate in providing oversight and administrative direction for all grant management activity and compliance within the division
Participate in providing pre-award support: new and resubmission of all NIH grants including P, U, R01, T, and other grants
Participate in proving post-award management of all sponsored projects
Provide administrative support in the development of clinical research programs. Identify and help coordinate appropriate resources needed to address tasks to be performed or data to be gathered
Comply with all funding agencies and the IRB by ensuring that information required is maintained and reported on a regular basis. Identify and analyze any discrepancies in order to ensure appropriate justifications are provided
Assist in the management of all subcontracts and sub-awards including invoicing and funds flow
Manage PI freezer policy and offsite freezer storage
Clinical Research Management (Office of Clinical Trials)
Provide oversight and administrative direction for all clinical research activity and compliance within the departm
Provide pre- and post-award administrative support and financial management of all federal, industry and foundation clinical research sponsored projects.
Negotiate rates, cost allocation and study specific budget with industry sponsors
Oversee IRB compliance
Organize industry site monitoring for active recruitment of clinical trials
In conjunction with the Administrator and Division Director, work with the Office of Development to identify funding opportunities to advance the divisions mission
Participate in the development of new divisional gift proposals and budgets
Manage appropriate spending and deliverable of progress to donors
Manage all monies that come in through fundraising to ensure donor intent is met
Collaborate with the Office of Communications and Marketing on initiatives to ensure that the NYU Langone Health community, as well as communities external to NYU, are informed of the divisions clinical and academic services and advancements
Manage the divisional clinical and academic website content
Participate in the preparation of the departmental annual report
Alert the Administrator when faculty have high-profile publications and/or accomplishments
Participate in alerting Communications when new faculty join the division
Support division in the management of government affairs and legal matters
Assure legal compliance of all divisional business aspects, programs, faculty life cycle, financial and research management, as well as staff management
Community Participation monitoring and reporting for central collection of this information
Manage MCIT-related activities within the division. Identify opportunities for expanded uses of technology to support the divisions administrative, clinical, and financial operations.
Participate in application/system implementation, end-user testing, rollout, and upgrade
Assure proper distribution and compliance with NYU Health MCIT policies and procedures, including procurement of computers and peripherals.
Oversee divisions clinical operations and revenue cycle: Manage Front end operations: patient registration, insurance verification, pre-certifications, LOAs, co-pays, co-insurance, and patient balances Manage Back end operations: analysis of monthly KPI, CPA, and AR reports; oversight of professional fee billing and collections with NYU Langone Central Billing Office & 3rd party billing & collections vendor(s); reviews open encounters
Develop new faculty and programmatic business plans for growth and expansion of programs/services
Oversee faculty and mid-level staff credentialing, medical staff privileges, and re-appointment reviews
Participate in departmental Quality Assurance (QA) meetings
Review and address Patient Satisfaction/Press Ganey results and implement action plans for improvement (80% top box for six of ten domains)
Ensure metrics for response are followed for Epic inbox messages, appointment requests
Ensure AmIon database up to date with contact information for attendings in collaboration with Hospital PMO
Ensure patient complaints are resolved in a timely fashion
Work with hospital colleagues to ensure programs meet all required accreditation's.
Complete and assure staff and faculty compliance of all required Compliance & Privacy, Regulatory, and FGP trainings: HIPAA Business Associates a Guide to Compliance (Compliance & Privacy) Annual Regulatory Training (Compliance & Privacy) EPIC training and all EPIC upgrades (FGP) Risk Management (FGP) Annual compliance training (Compliance & Privacy) Audit C Alcohol Screening (Regulatory) Regulatory Opioid Education (Regulatory) Fire Safety in the OR (Regulatory) NYULMC Sepsis Recognition and Treatment (Regulatory) The Essentials of Pain Management (Regulatory) Suicide Screening I (all MDs) (Regulatory) Suicide Screening II (Psychiatrists) (Regulatory) Completes and assures staff and faculty compliance of all required iDevelop trainings: HIPAA Business Associates a Guide to Compliance (Compliance & Privacy) Annual Regulatory Training (Compliance & Privacy) EPIC training and all EPIC upgrades (FGP) Risk Management (FGP) Annual compliance training (Compliance & Privacy) Audit C Alcohol Screening (Regulatory) Regulatory Opioid Education (Regulatory) Fire Safety in the OR (Regulatory) NYULMC Sepsis Recognition and Treatment (Regulatory) The Essentials of Pain Management (Regulatory) Suicide Screening I (all MDs) (Regulatory) Suicide Screening II (Psychiatrists) (Regulatory)
Interface with Advanced Practice for mid-level staff management on the outpatient and inpatient sides
To qualify you must have a Masters Degree or Bachelor's Degree in Business, Health Administration or related field with a minimum of 5 years of progressive leadership experience in an academic medical center; or equivalent combination of education and experience
Successful candidate must have a thorough understanding of the management of an academic clinical department including the management of a physician group practice
Prior experience with professional or facility billing preferred
Excellent communication skills are essential to interface effectively with diverse internal and external professional groups and committees
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.
NYU School of Medicine is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.
NYU Langone Health is a world-class, patient-centered, integrated academic medical center, known for its excellence in clinical care, research, and education. Included in the 200+ locations throughout the New York area are five inpatient locations: Tisch Hospital, its flagship acute-care facility; Rusk Rehabilitation, ranked as one of the top 10 rehabilitation programs in the country; NYU Langone Orthopedic Hospital, a dedicated inpatient orthopedic hospital with all musculoskeletal specialties ranked top 10 in the country; Hassenfeld Children's Hospital at NYU Langone, a comprehensive pediatric hospital supporting a full array of children's health services; and NYU Langone Hospital—Brooklyn, a full-service teaching hospital and level 1 trauma center located in Sunset Park, Brooklyn. Also part of NYU Langone Health is the Laura and Isaac Perlmutter Cancer Center, a National Cancer Institute–designated cancer center, and NYU School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history.