About The Role

Job Summary

As Division Manager, the incumbent provides leadership and direction on all administrative, personnel, and fiscal issues of the division in support of its goals and objectives. The incumbent directs the maximum utilization of all fiscal and human resources, and partners directly with faculty and senior leadership in designing, implementing, and managing policies, procedures, and programs designed to enhance the quality, efficiency, educational value, and professional revenues associated with the clinical services. She represents the Division Chief and is delegated substantive decision-making authority.

As the Medical Center’s Administrative Director for the Medicine Service, the incumbent develops strategic/operational plans, and manages and implements changes within the clinical practices, working through the physicians. The incumbent directs and integrates the overall clinical, business, and revenue operations of the hospitalist services at Parnassus, Mission Bay, Mt. Zion, and St. Mary’s and ensures the consistent delivery of high quality, efficient, coordinated, compliant, and patient-friendly clinical services that are aligned with UCSF Medical Center, UCSF School of Medicine, federal, state, local regulations and University Policies; provides leadership, advice and counsel to supervisors, staff and faculty; collaborates with the Faculty Practice Office to create the financial structure for the services including utilization of resources, oversight of billing and revenues, formulating operating and capital budgets and establishing internal controls and reviews, and provide operational guidance, direction and support in the development and enhancement of existing and new clinical programs.

*** The current position serves a dual role as Division Manager for Hospital Medicine, the largest division in the Department of Medicine in terms of faculty size ($57M expenses and over 200 FTEs), and as Administrative Director for the Medicine Service, the largest service at UCSF Medical Center with over 11,000 patient discharges annually. The position has a dotted reporting line to the Chief Medical Officer- Adult Services. ***

Department Overview

The Department of Medicine (DOM) is the largest department in the School of Medicine (SOM), UCSF. The mission of the Department includes research, teaching, patient care, and public service. The Department has a decentralized organizational structure across four sites (Parnassus, ZSFG, VAMC, and Mission Bay) and approximately 38 divisions. Authority and accountability for the Department rest with the Department Chair who heads the Parnassus site and also directs the Vice Chairs/Chiefs at the ZSFG and VAMC sites.

The Division of Hospital Medicine (DHM) is the largest division in the DOM in terms of faculty size and is a national leader in clinical care, education, research, and quality improvement. Clinically, the division runs 14 clinical services and provides care for nearly half of the patients in the adult hospital on any given day. The Medicine Service, one of its services, is the largest inpatient service at UCSF Medical Center with close to 11,000 annual patient discharges. Hospitalist services generate approximately 260,000 wRVUs a year. The Division is comprised of 170 faculty, 24 MSP Physicians, 4 fellows, and 34 staff. Additionally, it solicits from a cadre of 100 physicians, fellows, and residents outside the division for moonlighting services. The division’s annual expenditures total $69M. .

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Essential Function (Yes/No )

Key Responsibilities

(To be completed by Supervisor)
Choose an item.

50

Yes Manages, plans, and administers administrative and clinical operations for the Division of Hospital Medicine (on the campus side) and for the Hospitalist Services (on the medical center side)

Oversees administrative services that include the following functions: IT, space, facilities, contracts and grants, budgetary financial management, HR, research administration, clinical operations.

Manages annual operating budget of $57M. Develops and implements strategies that achieve the division’s goals as efficiently as possible, balancing financial priorities, ensuring adequate reserves, and determining appropriate resource allocations consistent with the long- and short-term objectives. Provides financial oversight and risk management and establishes guidelines and procedures for compliant fiscal management. Initiates and manages collaborative strategy planning efforts with divisional and service leadership. Responsible for oversight of grants and contracts administration. Oversees faculty, staff, and fellow appointment requirements and salary arrangements. Assures compliance with University policies, compensation plan, and personnel guidelines. Develops and plans staffing support, including recruitment, training, performance evaluations, and termination. Oversees complete clinical coverage for all 14 clinical services across all campuses nd ensures staffing matches expected census levels. Oversees resolution of human resources, labor relations, employee safety, and risk management issues. Supervises information systems for the division by working with the DOM’s Information Technology Unit on network and desktop support, hardware and software upgrades, and divisional applications of online systems. Conceptualizes and develops the division’s website. Manages space allocations and identifies space needs and solutions. Negotiates for space as required and coordinates renovation projects with contractors, designers, and users as necessary.

0 Yes

35

Yes Maintains integrity of the division and services through management and oversight of physicians and staff.

Accomplishes staff and physician results by communicating job expectations, planning, monitoring, and appraising job results; provides coaching, counseling to staff and faculty as needed. Works to build a high-performing and engaged team. Creates staffing models, organizational design, and anticipatory workforce planning to meet clinical needs. Develops an organizational structure and culture that improves staff retention and productivity by recognizing performance (in public and in private), building morale, and focusing on support of high-quality care delivery and an outstanding patient experience. Encourages professional development for staff to enhance performance and career growth through utilization of available development opportunities. Oversees resolution of human resources, labor relations, employee safety and risk management issues.

5

Yes Serves as key administrative officer for functional and service programs, for program planning and development. Identifies new market opportunities and the potential for new service growth. Evaluates new services, develops business plans and justifications. Supports medical center, department and faculty leadership in the marketing of clinical programs and in public relations activities.

5

Yes Makes decisions on administrative or operational matters and ensures achievement of objectives that have hospital-wide impact.

Partnering with physician leadership, designs and leads initiatives that demonstrate measurable improvement in clinical care outcomes and/or reduction in hospital care costs. Oversees physician performance on key indicators regarding clinical effectiveness, clinical efficiency, patient satisfaction, professional revenue capture, and cost of delivery of care. Creates monitoring systems to measure volume, net revenues, and costs for hospitalist patient populations and leads initiatives to re-design care processes to decrease resource consumption and the total costs of care and increase the contribution margin, and to standardize treatment protocols to achieve reduced lengths of stay and consistency in clinical care provided. Oversees processes and staff providing administrative support for clinical work.

5

Yes Interacts with the Executive Leadership of the UCSF Health System on controversial situations, patient issues, or influencing physicians. Formulates policies and guidelines to carry out the service’s objectives.

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Minimum Requirements

Bachelor's degree in business, health care or related area and/or equivalent experience/training
Minimum 8+ years of progressively responsible academic and financial management experience, or equivalent experience, encompassing financial management, strategic planning and organizational development, clinical practice management, and human resource management
At least 7 years of experience hiring and managing high performing employees
Thorough knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll
Thorough knowledge of common organization-specific and other computer application programs (e.g., Microsoft Office Suite)
Excellent ability to establish metrics for department and employee goals
Skill and experience in long range planning, coordinating, organizing, staffing, and supervising in the areas of budget, contract and grant administration, academic and non-academic personnel administration, purchasing, expenditure control, compliance, clinical service scheduling, space utilization, and other functions which support the teaching, research, clinical, administrative, and quality improvement missions of the division
Excellent project management skills, including the capability of managing capital projects
Excellent skills to work collaboratively and act persuasively in sensitive situations; skills in conflict management techniques
Excellent interpersonal skills to effectively lead, motivate and influence others and develop and maintain high standards of customer service
Very strong ability to quickly evaluate complex issues and identify multiple options for resolution
Demonstrated ability to organize, communicate, and implement plans at all levels from conception through operation
Demonstrated ability to work in a fluid and ambiguous work environment encompassing a variety of needs and constantly changing priorities
Excellent analytical skills, including a demonstrated understanding of the concepts of internal controls and the methods of evaluating internal control systems. Knowledge of generally accepted accounting policies and procedures
Excellent judgment and superb interpersonal skills (both verbal and written)
Independent and critical thinking paired with strong skills in teamwork and use of judgment in determining priorities and what decisions need to be moved to a higher level
Demonstrated, exceptional planning, problem solving and decision-making skills; demonstrated ability to effectively persuade and negotiate results in complex situations
Strong work ethic

Preferred Qualifications

Graduate degree in business, healthcare or related field
Familiarity with campus and university on-line systems, federal and staff funding agency requirements, state and federal human resource regulations, space and equipment inventory rules and regulations, campus internal audit rules and regulations, the campus business and finance bulletin, academic personnel manual, school and department clinical compensation plan, clinical practice rules and regulations, campus expenditure rules and regulations
Familiarity with policies and programmatic guidelines for ACGME training programs and associated funding, institutional guidelines on salary setting for trainees, stipend payments and the appointment process for all trainees (ACGME and non-ACGME fellows)