Pennsylvania Medicine

Dir Division Administration

Pennsylvania Medicine • $120K — $150K *
Philadelphia, PA 19120In-Person
Healthcare
5 - 7 years of experience
Today
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Job Overview by Ladders

Qualifications

  • Bachelor's degree in Business Administration, Public Health, Healthcare Administration, Management, or equivalent.
  • 7+ years in healthcare administration within a clinical environment, including 2 years in staff management.
  • Master's degree preferred.
  • Demonstrated ability in initiative, judgment, problem-solving, and decision-making.
  • Strong relational skills with a variety of stakeholders.

Responsibilities

  • Advise the Division Chief on operational issues and faculty matters, providing support and governance insights.
  • Collaborate with leadership to implement programs and improve effectiveness, ensuring alignment with divisional priorities.
  • Oversee faculty recruitment and on-boarding processes, focusing on diversity and effective integration.
  • Drive faculty engagement through mentorship and addressing key faculty concerns regarding productivity and compliance.
  • Administer faculty compensation models with a focus on transparency and equity.
  • Manage and analyze divisional finances, budgets, and reports, ensuring financial health and strategic alignment.

Benefits

  • Professional development opportunities to stay current with healthcare trends.
  • Support for maintaining confidentiality in all professional dealings.
  • Collaboration with diverse departmental teams to enhance operational efficiency.
Full Job Description
Position: Director Division Administration

Entity: Clinical Practices of University of Pennsylvania

Department: Med Rheumatology

Location: Hospital of the University of Pennsylvania, 3400 Spruce St

Hours: Full Time

Summary:

Responsible for working with the Division Chief as administrative and business partner. Provides divisional administrative and strategic leadership for faculty practice operations, finance, and research. Provides strategic direction for ambulatory operations and divisional finances, ensuring the accomplishment of divisional goals and objectives. Responsible for the oversight and general management for the Division comprised of 36 faculty, 10 fellows in training, 3 nurse practitioners, and approximately 100 clinical/research staff. Annual clinical and research expenditures of $20+ million, and over 30,000 patient visits annually. The DDA directly supervises the divisional administrative staff from PSOM and UPSH that currently totals to 7 across the division. The DDA is responsible for integrating the financial stewardship of the Division's Health System and University operations. The DDA collaborates with non-faculty rheumatology practices throughout Penn Medicine in operations and strategic planning.

Responsibilities:

Faculty Practice Administration:

  • Advise the Division Chief of relevant issues and governance, including operational problems/policies and faculty issues. Provide support to the Chief, including offering resolutions and recommending changes, drafting responses to requests for information, and representing the Chief in discussions with faculty or departmental meetings. Includes developing and supporting faculty, enhancing social engagement as well as academic achievements. Facilitate rapid recruitment processes and support transparency in analytics and documentation.
  • Work alongside the Division Chief, Vice Chief of Clinical Affairs, and clinical leaders to chart the course of programs, program improvement, and program effectiveness; provide strong project management for divisional initiatives. Align priorities, build support, encourage transparency and inclusiveness, and garner needed resources to execute and achieve priorities.
  • Oversees administrative aspects of faculty recruitment including requests to recruit, enhance diversity, aligning financial support, and timely execution of offers to candidates. Assures faculty are on-boarded effectively within their subspecialty program with requisite licensures and credentialing obtained. Works closely with the Manager of Faculty Affairs to align and maintain faculty academic plans.
  • Drive faculty engagement by working with faculty and meeting with senior faculty leaders on an as-needed basis to develop programs, enhance mentoring, explain incentives, effort, productivity, salary allocation, increase requests, compliance issues, etc.
  • Oversee the provision of data to individual faculty and managers, including volume statistics, billing statistics, incentives, productivity measures, research funding, research proposals submitted, and publications.
  • Administer the faculty compensation and incentive plans and programs with attention to equity and transparency. Continue to evaluate faculty compensation models to align with Divisional priorities.

Budget/Fiscal/ Revenue Cycle Management:

  • Collaborate with the Chief to plan, strategize, and develop policies and procedures to maximize the organizational and financial position of the Division.
  • Direct and manage Divisional finances (clinical and research) and revenue cycle operations: Oversee creation and implementation of clinical and research budgets, control and monitoring of budgets; understand and report on budget variances, including operational drivers and external impacts.
  • Review, analyze, summarize, and interpret financial data. Oversee preparation of analyses and reports that detail the Division's financial position. Develop annual reports, financial spreadsheets, and other required reports of the clinical and research missions as well as gifts, endowments, and restricted funds.
  • Oversee management of malpractice insurance accuracy.
  • Submit quarterly clinical incentives for qualifying clinical faculty.

Clinical Operations:

  • Interpret Departmental policies, objectives, and procedures to guide administrative and managerial staff in the division at all sites to adhere to best practices.
  • Interact with administrative Directors in other departments, to collaborate on daily operations as needed and new initiatives to ensure optimization of provider experience and workflow.
  • Oversee initiatives pertaining to physician and clinic schedule utilization and management to enhance access to all patients, providing assistance as needed for underprivileged patients.
  • Provide guidance and assistance to optimize patient flow, utilization, and space design for clinical practices.
  • Working with the Department operations team, resolve problems related to the utilization of facilities, equipment, and supplies, including space allocation; respond to requests for clinic facility improvements including construction, renovation, and purchase of equipment.
  • Monitor practice activities to ensure the cost-effectiveness of operations and high-quality health care for patients of all backgrounds and all accepted insurance providers.
  • Assist with developing and marketing new products and services.
  • Interact with perioperative leadership to enhance quality and resolve inefficiencies.

Human Resources/Personnel:

  • Oversee personnel administration including staffing, compensation, and compliance with CPUP, Hospital, University, School, and Departmental policies. Interprets human resources institutional and departmental policies for faculty and staff; provides guidance to managers with staffing issues, including disciplinary action.
  • Responsible for general human resources oversight; provide guidance and direction to managers on posting, recruiting, advertising, hiring, job offers, salary scales, selection, and placement to optimize the fair and just recruitment of candidates of all racial, ethnic, and gender identity backgrounds.
  • Collaborate with the DOM Operations team with interviewing, selection, employment, development, discipline, evaluation, and management of administrative managers working with Medical Directors and staff leads.

Research Oversight:

  • Coordinate with GIM University Business Administrator (BA), particularly with regard to the management of research business staff, research space management, grants management, and management of unfunded research.
  • In partnership with BA, oversee clinical research finances, and assist with clinical research space management.

Other:

  • Maintains professional affiliations and enhances professional development to keep pace with healthcare trends, including the MGMA and APA.
  • Maintains the strictest confidentiality.

Education or Equivalent Experience:
  • Bachelor of Arts or Science Degree ((Required); in Business Administration, Public Health, Healthcare Administration, Management, or equivalent preferred.
  • 7+ years Healthcare administration, in a clinical environment, including two years staff management experience.
  • Master of Arts or Science (Preferred)
Skills & Abilities:

  • Skill in exercising initiative, judgment, problem-solving, and decision-making.
  • Skill in developing and maintaining effective relationships with staff, internal Penn partners, clients, regulators, public.
  • Skill in organizing work to achieve goals and objectives.
  • Ability to analyze and interpret complex data.
  • Ability to research and prepare comprehensive reports.
  • Ability to monitor quality control standards.
  • Ability to communicate clearly.

About Pennsylvania Medicine

The University of Pennsylvania is a private Ivy League research university in Philadelphia. It is the fourth-oldest institution of higher education in the United States and is ranked among the highest-regarded universities by numerous organizations and scholars. While the university dates its founding to 1740, it was created by Benjamin Franklin and leading Philadelphia citizens in 1749 . The University has four undergraduate schools as well as twelve graduate and professional schools. Schools enrolling undergraduates include the College of Arts and Sciences, the School of Engineering and Applied Science, the Wharton School, and the School of Nursing. Among its highly ranked graduate schools are its law school, whose first professor wrote the first draft of the United States Constitution, its medical school, the first in North America, and Wharton, the first collegiate business school. Penn's endowment is US$20.7 billion, putting it amongst the wealthiest academic institutions in the world, and its 2019 research budget was $1.02 billion. Penn was one of nine colonial colleges chartered before the U.S. Declaration of Independence when Benjamin Franklin, the university's founder and first president, advocated for an educational institution that trained leaders in academia, commerce, and public service. The campus, in the University City neighborhood of Philadelphia, is centered around College Hall, and notable landmarks are Houston Hall, the first modern "student union", and Franklin Field, the first double-decker college football stadium. Penn also is the home of the Morris Arboretum, the official arboretum of the Commonwealth of Pennsylvania, which is located 15 miles northwest of the campus, in the Chestnut Hill section of Philadelphia. The university's athletics program, the Quakers, fields varsity teams in 33 sports as a member of the NCAA Division I Ivy League conference.
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