Job Information
University of Florida MGR, Health Care Admin in Gainesville, Florida
MGR, Health Care Admin
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=535523&lJobSourceTypeID=796&sLanguage=en-us) Job no: 535523
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Health Care Administration/Support
Department: 29050101 - MD-MEDICINE CHAIRMAN
Classification Title:
MGR, Health Care Admin
Classification Minimum Requirements:
Bachelor's degree in an appropriate area and two years of relevant experience; or an equivalent combination of education and experience.
Job Description:
The Department of Medicine, Administration is seeking a full time MGR, Health Care Admin. The Department of Medicine is a large and complex department within the College of Medicine comprised of 12 clinical divisions with over 360 faculty working in patient care, research and education. Reporting to the Associate Director for Clinical Operations, the Manager, Health Care Administration will manage key administrative functions in central administration as well as serve as the Program Administrator for the UF Hemophilia Treatment Center. The Manager is responsible for directing and managing the administrative, fiscal, grant and clinical functions of the associated with the HTC, which crosses the Departments of Medicine and Pediatrics. The Manager has significant input into the formulation of policies and procedures based upon a demonstrated understanding of the program’s function and role. In partnership with the HTC Board of Directors, the Manager develops and implements strategic plans and initiatives. Overall responsibilities include preparation and analysis of budgets and financial reports; administration of personnel policies and procedures; design and implementation of administrative systems; and human resources management. Additionally, this position will manage and oversee reporting functions related to the business operations and clinical personnel key performance indicators for the Department of Medicine, manage the Scribe Program and Chairman’s Office, oversee the faculty evaluation and post-tenure review processes, and will maintain essential administrative infrastructure elements for operations of the department.
Essential Functions;
FINANCIAL RESPONSIBILITIES
Assist the Associate Director with developing a divisional budget in accordance with the principles and guidelines developed by the Southeast Reagency and the Department and College of Medicine’s Financial Services Division. This Program is responsible for meeting its annual budget goals and targets, as well as for ensuring that the budget is accurate and reasonable.
Responsible for the accuracy of the program’s financial reports and financial information; for developing and maintaining internal controls over financial reporting; for understanding and implementing departmental, College and applicable federal policies and procedures regarding fund usage; for the financial viability of the program; and for contributing to the achievement of the HTC’s financial objectives.
Develop and present financial materials and analyses for the HTC Board of Directors meetings.
Provide financial information and analysis to the Associate Director and BODs for strategic decision-making. Assist the Associate Director/Center Directors with negotiating, implementing and monitoring contracts.
PRODUCTIVITY TRACKING RESPONSIBILITIES
Responsible for the weekly, monthly and annual development, modification and maintenance of the programmatic productivity tools.
Responsible for the update of all faculty/staff salary distributions and faculty assignments to accurately reflect and project faculty program activity.
Responsible for ensuring that monthly invoices received from Shands/other contracted entities are accurate and reflective of BOD-approved HTC effort and assignment
10% HUMAN RESOURCES RESPONSIBILITIES
Provide administrative support for the staff recruitment process, including proforma development, interviews, letters of offer, and visa coordination.
Responsible for directly supervising and mentoring the program staff. Trains, supervises and mentors program staff utilizing their abilities by delegating effectively. Provides staff with growth opportunities, professional training and the tools required to work effectively.
Provides guidance to the BOD regarding recommended salaries for promotions and new hires. Coordinates with other college or university work units regarding payroll and HR issues. Participates in the resolution of personnel issues and problems.
GENERAL ADMINISTRATIVE RESPONSIBILITIES
Supervises the accounting of programmatic physical inventory according to University policy. Responsible for safeguarding programmatic assets by protecting and accounting for resources such as cash and fixed assets.
Responsible for ensuring content on the HTC web site is accurate and current.
Responsible for approval or delegation of approval for all purchase requisitions, travel authorizations and vouchers and payment requests submitted from the division.
Provide assistance to the Associate Director/BOD faculty pursuing fundraising/development activities in coordination with the College of Medicine’s Development Office.
Serves as sole administrative support for the HTC, providing all office-based serves to the otherwise clinically assigned staff, i.e. expense processes, meeting minutes, event coordination, etc.
The Manager performs the following duties for Central Administration
HUMAN RESOURCES RESPONSIBILITIES
Responsible for directly supervising and mentoring the Chair’s Office secretarial, fiscal staff. Trains, supervises and mentors office staff utilizing their abilities by delegating effectively. Provides staff with growth opportunities, professional training and the tools required to work effectively.
Responsible for directly supervising the Lead Scribe, providing guidance and oversight in areas of hiring, scheduling and HR processing. Creates and submits the monthly Journal Entries (JEs) associated with allocating the scribe expense to various divisions/departments based on the public monthly schedule and previously agree-to budget/service terms.
FACULTY AFFAIRS SUPPORT
Manage the Department’s annual faculty evaluation process. Develop/Maintain templates that reflect the requirements from the College as well as the Department’s initiatives. Serve as point of contact for submission to the College and ensure appropriate archival process.
Manage the Department’s annual Post-Tenure Review process. In coordination with the Vice Chair for Faculty Affairs, communicate, facilitate and ensure completion of all PTR packets annually.
Maintain working understanding/roles of the instructor workload, promotion and tenure and effort reporting processes.
DIVISIONAL TRAINING SUPPORT
Maintain and upkeep departmental administrative guides for training and onboarding. Expand the materials covered and resources available based on the needs of the department and requests of the division. Complete annual reviews of all documents to ensure accuracy and updates are completed
Manage the various libraries, document repositories, and sources of information for the department, via share folders, Microsoft SharePoint, and Microsoft Teams. Recommend enhancements as new options become available. Train all staff on new or enhanced systems..
Assess the training and onboarding needs of the administrative support staff in the DOM. Recommend and develop training and onboarding tools and programs and provide individual training/remediation as needed.
GENERAL ADMINISTRATIVE SUPPORT
Serve as primary administrative support for the Vice Chair of Administration and the Associate Directors of Finance and Clinical Operations, including special projects, calendar coordination and delegate meeting attendance.
Assist the Director and Associate Director with special projects.
Other duties as assigned.
Expected Salary:
$80,787.50 Annually
Required Qualifications:
Bachelor's degree in an appropriate area and two years of relevant experience; or an equivalent combination of education and experience.
Preferred:
Bachelor’s degree in business administration or healthcare administration.
Microsoft Excel
Microsoft Word
Microsoft Outlook
Microsoft PowerPoint
PeopleSoft Travel & Expense
PeopleSoft Introduction to Budget and Commitment Control and Purchasing and Payables
Experience In Manuscript Preparation/Medical Journal
Must have excellent verbal and written skills and present in a professional manner.
Special Instructions to Applicants:
In order to be considered, you must upload your resume.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required:No
Advertised: 14 Apr 2025 Eastern Daylight Time
Applications close: 21 Apr 2025 Eastern Daylight Time