UNIVERSITY CLINICAL, EDUCATION & RESEARCH ASSOCIATES POSITION DESCRIPTION

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1 UNIVERSITY CLINICAL, EDUCATION & RESEARCH ASSOCIATES POSITION DESCRIPTION Position Title: Chief of Business Affairs Division Date Prepared: 07/08/14 Department: Obstetrics, Gynecology & Women's Health FLSA Status: FT, EX Position Reports To: Chair of the Department of Ob/Gyn Potential Occupational Exposure to Bloodborne Pathogens: Yes POSITION SUMMARY The Business Affairs Division of the Department of Obstetrics, Gynecology, and Women s Health strive to provide the highest level of administrative service, development, financial, IT and human resources support and infrastructure management in a sustainable, efficient, and effective way. The Chief of Business Affairs Division is responsible for Development, Marketing, Contracts, Physical and Operational Infrastructure, including Administrative support. In addition, the Chief works collaboratively with the Finance, Human Resources, Education and IT Managers to support departmental activities. Overall faculty compensation oversight is also required. This position reports to the chair (vice chair in his absence). ESSENTIAL JOB DUTIES AND FUNCTIONS Department Development: to coordinate opportunities for departmental development and strategic planning. (45%) a. Continuously investigate and submit applications for extramural support that may further the mission of the department. b. Analyze opportunities for the department within the JABSOM/UH/UCERA, Hawaii, regional and national OB/GYN environments. c. Design and implement projects in the area of development and community affairs. d. Marketing and PR development and implementation e. Philanthropy development and implementation f. Work closely with the Chair s Council and Associate Chair for Community Affairs on long and short term projects. Leadership Coordination: (5%) a) Working collaboratively with Administrative team managers with coordination, and professional development of the following positions: 1- Finance Manager 2- Information Technology Manager 3- Billing/Coding officer Manager 4- Human Resources Manager 5- Education/Research team 6- Director of Clinical Operations b) Develop, maintain and coordinate a department-wide calendar of events/activities that could impact different mission areas (education, research, clinical and service) 1

2 Financial Operations: work collaboratively with the Department Finance manager on the department s financial resources as follows. (10%) a. Budget execution, analysis, forecasting and management, which includes monitoring, redistribution, reconciliation and weekly cash flow monitoring of the department s funding accounts b. Fee-for-service revenue cycle analysis and targeted improvement planning and action. (ObGyn Dashboard, Epic Financial Monitoring Summary & AR Summary, Kala) Contracts: negotiating, drafting, executing, monitoring, authorizing, and overall management of the department s clinical, research, physician, space use, equipment lease, and independent payer agreements. (10%) a. Developing (in coordination with the Finance Manager) contract budgets, determining payment structures and invoicing processes. b. Serving as administrative agent for the department with hospitals, community health centers, vendors, and other partner agencies (Contract service). c. Working collaboratively with UCERA to execute all contracts for the department. Human Resources: collaboratively work with HR manager on the following activities. (5%) a. Organizational analysis: reviewing and advising mid-level management and the department leadership on the organizational placement of new faculty and staff positions. Infrastructure Development: overseeing the following activities. (5%) a. Analyze and monitor space and human resource needs, presenting findings and recommendations to the Chair s Council and department Chair allowing appropriate allocation and development of space, equipment, and other physical infrastructure resources. Faculty Compensation Plan: oversee the faculty compensation plan, specifically. (15%) a. Planning, analysis, developing, implementing, and monitoring all aspects of the department s existing and new faculty compensation models. b. Advising and meeting with individual faculty as needed and annually to develop formulas for salary structures, paid and unpaid leaves, UH and UCERA payroll. Academic/University Service: of flexible academic Department of ObGyn, UH/JABSOM/UCERA service time, which includes the following. (5%) a. Regular attendance at the following meetings and conferences: i. Department faculty meetings ii. Department Executive Committee meetings iii. UCERA Council of Administrators Meeting (COA) iv. UH Administrative Operations and Group meetings (AOG) v. Committee service vi. Chair s Council as needed vii. Education Committee meetings 2

3 b. Participation on additional faculty committees Performs all other duties as assigned and shares in any and all other duties as may be required to meet the clinical, educational, and research missions of the division, department and medical school. Complies with all company policies and legal requirements MINIMUM QUALIFICATION REQUIREMENTS Education/Training Masters degree in a relevant field or equivalent combination of education and experience. Masters in Business Administration, Education or Healthcare Administration. Experience Four years direct experience in health care administration, specifically in HR, IT, Revenue Cycle, Financial Services, and General Administration. Three years supervisory/management experience in a health care organization. Experience in women s health care practice administration. Experience with extramural healthcare funding. Successful experience working as a team member with a multicultural staff and clientele. Skills/Knowledge Strong organization and planning skills. Proficient in using MS Word and Excel, with a working knowledge of databases and electronic communications. Excellent English grammar and proofreading skills. Strong oral and written communication skills. Excellent customer service skills with the ability to interact positively and sensitively with Faculty, staff, general public and OB/GYN community. Knowledge of MGMA and AAMC faculty-physician practice financial, accounting, and revenue cycle systems. Working knowledge of academic medicine. Working knowledge of faculty practice business issues. Factors for Success in the Position 3

4 Must be able to plan and prioritize work flow and produce an acceptable volume of work accuracy. Demonstrated ability to function in a highly professional manner, exercising complete confidentiality and discretion at all times. Ability to accomplish multiple tasks on time with accuracy and minimal supervision. Attention to detail and ability to accurately synthesize lengthy, complex materials. Ability to work independently and possess ability to motivate and encourage staff Ability to establish and maintain effective working relationships with other employees, patients, customers and the general public. Ability to organize and prioritize tasks effectively Ability to read, understand and follow oral and written instructions Ability to research and resolve coding questions and issues Ability to maintain confidentiality of sensitive information. Ability to answer telephone courteously. Ability to anticipate tasks and prioritize assignments. Ability to read and maintain health records. Flexibility to adapt to new ideas and roles as they are developed. JOB CONDITIONS Normal working conditions, indoors, air-conditioned. May be exposed to infections and contagious diseases. Frequent contact with employees and outside agencies. Occasional pressure due to multiple calls and inquiries. Usual hours are Monday Friday, 8:00 a.m. to 5:00 p.m. Hours may be flexed to accommodate clinical and provider schedules, and duties may require extended hours. Requires communication with staff, between departments, and with contractors. EQUIPMENT USED Skilled in use of office equipment (i.e., facsimile, printers, copiers, computers). MENTAL AND PHYSICAL DEMANDS Working with minimal supervision; attention to detail, accuracy and concentration, and ability to maintain calm composure while performing multiple tasks. This position occasionally requires lifting items up to 30 pounds, frequent sitting, standing, walking and bending. Occasionally lifts supplies and equipment. Some driving between clinical and meeting sites as necessary. TERMS OF EMPLOYMENT Employment is at will and can be terminated at any time, either by the employee or UCERA, with or without cause or reason and with or without notice. INTERESTED APPLICANTS Qualified applicants are required to a cover letter, resume, salary requirements, employment application and verification consent form to or fax at

5 UCERA is an EEO/AAP employer and as such all qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability 5

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