Clinical Division Administrator

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Overview

The Clinical Division Administrator is a strategic partner to their Division Chiefs and reports to the Associate Director of the Department. The scope of the Clinical Division Administrator is to resource and operationalize all programmatic needs of the Divisions. The responsibility of the Clinical Division Administrator is to ensure all clinical, business, academic operations within their Divisions are exceptionally and seamlessly managed. This position will provide management oversight of the Gynecologic Oncology, Urogynecology and Family Planning divisions within the Department but may expand to other Divisions in the Department. 

Business Planning/Financial Oversight

• Creation of business proposals and financial plans.

• Monitor budgets, identify and address budget variances; recommend adjustments and take action as appropriate.

• Review monthly financial information including P&Ls and account details report and meets monthly with their Section Chiefs and Associate Director to discuss financial situation of their Division.

• Monitor and analyze monthly productivity statistics and identifies trends and items requiring immediate corrective action. Reviews physician’s productivity regularly.  Provide updates to the Associate Director and Section Chiefs.

• Manage and provide oversight for expenses, reimbursement and invoices.

• Identify funding challenges and opportunities and present possible options to leadership.

• Track clinical sessions and update cFTE by provider.

• Oversee contracts/ support memos with affiliated entities. 

• Revenue cycle management oversight

• Liaise and communicate frequently with Business Office

Staffing & Personnel Management

• ​Provider onboarding/ offboarding, training and credentialing.

• Collaborate with Division leadership in all faculty issues.

• Work with Division leaders to consistently assess physician staffing needs and resource needs (RN, APP support, other). 

• Work with Faculty/Staff Affairs and Research teams for management of non-ladder employees.  

• Administratively responsible for entire Division including research/ lab.

• Work with HR and Labor relations for C&T staff management. 

• Ensure appropriate administrative staffing levels for business operations. 

• Responsible for hiring and training all administrative support staff (M&Ps and C&Ts).

• Conduct regular meetings with teams and problem-solve so issues and concerns are addressed in real-time.

Quality Assurance & Reporting

• Responsible for investigating and addressing all quality assurance and patient complaint issues and escalating as appropriate to leadership/ appropriate teams.

• Responsible for monitoring and working with Faculty for all required process measures including open encounters/ surgical OP notes.  

• Responsible for monitoring and working with Faculty and Staff Affairs for compliance with all required training (including Workday).

• Ensure Divisions are up to date and adhering to all regulatory compliance and University policies and procedures.

• Responsible for adherence to professional conduct in the workplace and address any issues in a timely fashion.

Critical Growth & Strategic Resources

• Serve as conduit for Division/Department leadership, Yale Medicine, YNHH system, all Affiliated Organizations to ensure alignment of vision and strategic planning.

• Routinely monitor and address volume, referral and new patient access metrics, surgical growth, expansion of clinical footprint. 

• Work to identify faculty assignments that maximize clinical coverage and revenue.

• Ensure Faculty close open encounters timely.

• Serve as a point person for any issues the faculty have with the EMR team.

• Meet monthly with Section Chiefs to address each faculty’s clinical needs and support for their patient panels. Monitor clinical practice schedules to ensure required sessions are performed and ensure makeup sessions are followed.

• Monitor clinical practice billing operations and address fluctuations.

• Strategize with Section Chiefs to maximize procedures and clinics to increase revenue and improve patient care.

• Coordinate with Section Chiefs and attend weekly faculty meetings to address issues and assign tasks tracking and status checks on projects and pending items.

• Relationship building; communication with leadership at Affiliated hospitals at which Division is represented

• Work with Faculty and YSM teams to develop outreach strategies

Required Skills and Abilities

1.Ability to communicate information effectively both oral and written, within a multifaceted and complex environment.

2.Exceptional analytical and organization skills, with high attention to detail. Proven ability to conduct comprehensive analysis of data with complex reporting of results. Demonstrated problem-solving ability using excellent investigative techniques to arrive at resolution.

3.Demonstrated knowledge of medical terminology, and of documentation/compliance requirements for physicians in an academic medical setting. 4.Working knowledge of medical office/hospital systems, medical record management software (Epic required), Microsoft Office, Outlook e-mail and related software applications.

5.Ability to analyze and interpret detailed reports, develop clear conclusions, and summarize findings. Ability to work, plan, research, and conduct projects with minimal supervision.

Preferred Skills and Abilities

1.Ability to work independently with minimal supervision, as well as part of a cross-functional team to achieve common goals. Ability to lead team projects and organize and prioritize workload to manage multiple tasks and meet timely deadlines.

Education

Bachelor's degree in relevant technical field and six years of related technical experience; or an equivalent combination of education and experience.

Principal Responsibilities

1. Administrative Services Manager: Provides efficient and effective delivery and integration of all administrative services (academic, financial, research and/or clinical) for which (s)he is accountable. Serves as the unit's point of contact to/from service providers (e.g. Facilities, HR, IT, Procurement, Student Services and Faculty Affairs), ensuring that providers are apprised of unit needs and relevant information, taking action where needed. Monitors the adequacy of service delivered by outside providers. Escalates issues or concerns related to administrative and operational services to the LA. 2. Financial Analyst and Manager: Partners with the LA to build financial plans for the unit. Provides comprehensive financial information, analysis and reporting to monitor and evaluate the application of the unit’s financial resources, e.g. performance against budget. Recommends adjustments; takes action as appropriate. Oversees daily financial monitoring; authorizes transactions per policy. Provides support to unit's Dean/Director/Chair for financial inquiries. Identifies available financial resources (current/future); recommends how to deploy efficiently to support unit objectives. Prepares all funds budgets, including gathering historical information, providing analysis and quality control. Helps the unit, including faculty, research and analyze funding challenges and opportunities and presents possible options with LA. 3. Risk Manager: Implements and maintains strong internal controls in areas of assigned responsibility to provide reasonable assurance of effective and appropriate resource use, accurate financial information, and adherence to contractual obligations and agreements, policies, procedures, and external regulatory requirements. Takes corrective action in order to protect Yale’s assets, resources, information and reputation. Identifies, communicates, and addresses issues/concerns in a timely and appropriate manner. Ensures all faculty and staff are knowledgeable of the regulations, policies, procedures and Yale requirements as they pertain to their scope of activity. Escalates issues to the LA as appropriate. 4. University Citizen: Connects the unit and University through communication, alignment of priorities, implementation of initiatives, and active engagement in University administrative priorities. Engages in initiatives generated by the LA and the University. Represents unit needs, challenges, and opportunities at the LA and/or University level. Creates opportunities to enhance the image and value of the unit. Shares knowledge and best practices with others. 5. Talent Manager and Developer: Utilizes effective practices for attracting, retaining, and developing high quality Business Office talent and other unit non-faculty personnel. Works with HR partners to participate in selection, performance management and career development processes, as well as to address employee relations issues in line with University guidelines and contractual agreements. Partners with the LA in the assessment of current unit non-faculty personnel and future talent needs. Makes recommendations for the movement of administrative talent and the development of Business Operations staff. Cultivates a diversity of backgrounds and perspectives in the unit. 6. Strategic Resource: Partners with the LA (and, when appropriate, with the Dean/Director/Chair) to shape the unit's administrative and operational priorities and support strategic planning process. Translates unit strategy into actions. Recommends resources needed to achieve short-term and long-term goals; identifies any factors that may impact the unit’s ability to successfully meet its mission and goals. Assesses level of financial and non-financial resources available for the unit to achieve its goals, e.g., funding, space, technology, staff capabilities and capacity. Recognizes and raises potential issues, ideas and solutions to LA.

Required Education and Experience

Bachelor’s degree and minimum three years of related experience including demonstrated leadership, project management and/or supervisory experience; or equivalent combination of education and related experience. Thorough working knowledge of accounting, financial reporting and analysis, preferred: fund accounting. Experience preparing budgets, forecasts and financial plans; experience integrating multiple pieces of financial information to identify themes, trends, and issues.

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Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.