Provides administrative and operational support to the Department of Family Medicine, Chair/Vice Chair of Family Medicine and Executive Director. Plans, organizes, coordinates and directs day-to-day operations and functions related to the operations of the educational, clinical, research and administrative functions and programs conducted in the department. Supervises clerical, technical and professional staff.
ESSENTIAL DUTIES AND RESPONSIBILTIES: includes the following. Other duties may be assigned.
Financial and Operational:
Serves in the role of management advisor to the Chair/Vice Chair and Executive Director, provides input on revenue and cost projections for department operations to the Executive Director of the Faculty Practice Plan (FPP) for operations and budgets.
In coordination with the Associate Dean for Clinical Affairs, Executive Director Faculty Practice Plan, COO, CFO and their staffs, implements standardized best operational practices within the institute’s clinical practice; supervises, controls and manages the IDX patient accounting system, including patient scheduling, billing, cashiering and collection.
Concentrates on practice revenues and faculty productivity while also doing cost containment where feasible. Generates monthly productively report for reach faculty member. Assists Chair in determining target revenue for each faculty member.
Maintains appropriate liaison relationship with the Dean’s Office, Faculty Practice Plan Central Business Office, Grants Office, etc., maintaining specialized knowledge relevant to Family Medicine and related billing procedures. Monitors the integrity and continuity of the billing system in order to maximize revenue. Ensures compliance with relevant laws, regulations, policies and procedures. Oversees billing on all clinical contracts and ensures timely receipts of all payments.
Executes departmental budgets as approved by the Executive Director and Chief Financial Officer. Manages and monitors budgets and financial activities and maintains records of fiscal expenditures. Advises Department Chair/Vice Chair on matters pertaining to purchasing of supplies and equipment. Approves requests for purchases and assures they meet with University Procurement Policies and budgetary guidelines.
Oversees payment of office bills, purchase requisitions, check request, travel reimbursements, etc.; serves as first point of contact for issues related to these areas that cannot be resolved at Budget Analyst level; directs Budget Analyst in all financial matters.
Manages department salary schedule of budget personnel; coordinates and maintains appropriate salary funding sources and clinical FTEs for faculty and staff by initialing all change in source of funds; ensures that academic and clinical financials statements reflect the appropriate amount of any academic, restricted or discretionary savings transfers as provided by budget personnel.
Directs pre-award and post award grants and clinical trials administration including reviewing and approving all expenditures charged to restricted or discretion funds; provides management and consultative services to professional staff, program directors and faculty, with respect to planning developing and carrying out proposals and objectives.
In consultation with the Chair, directs the preparation of short-term and long-term operational and financial plans based on the Strategic Plan of the Department, School and University.
Coordinates departmental clinical programs, works with Chair/Vice Chair, Associated Dean for Clinical Affairs and Executive Director, Faculty Practice Plan to develop and implement best practices and provide data for school’s quality management program, utilizing the electronic health system and other sources.
Directly responsible for the implementation of quality improvement programs for department and monitors activity to meet requirements of Meaningful Use (MUS), Medicare Shared Saving Plan (MSSP), Physician Quality Reporting System (PQRS) and other value based plans. Maintain highest level PCMH accreditation for the Department of Family Medicine including coordination of team members, collation and submission of documents for timely completion to NCQA.
Provides supervision of staff, operations and budget related function for predoctoral and postdoctoral academic programming within the department of family medicine.
Planning and Business Development
Manages all aspects of clinical, grant, and license agreements from inception to execution; negotiates new contracts by determining Fair Market Value through financial analysis; responsible for drafting, amending, renewing or terminating agreements in conjunction with Finance and Legal Management office. Maintains client relations and ensures fulfillment of contract terms.
Responsible for assisting with new program development and expansion of existing service lines in order to stay competitive in healthcare industry.
Human Resources Management
Provides support to the Director in faculty recruitment and coordinates offer, hire and onboarding processes with school’s Faculty Affairs office, Managed Care and other departments as needed. Advises Director on faculty productively and compensation, working in collaboration with Director, Financial Decision Support. Assist in recruitment and hiring process.
Supervises credentialing paperwork for license, CDS, DEA, Malpractice Insurance along with staff privileges at Kennedy Hospital and assigned facilities.
Supervises the activities of the clinical, administrative and research staff of the departments. Develops position descriptions as necessary for professional and support personnel. Recommends the hiring, firing, promoting, demoting, performances evaluation, merit increases, transfers and/or disciplining of employees and other personnel actions in accordance with university policies and procedures. Conducts performance evaluations and ensures appropriate short and long term goals are established and monitored. Interacts with Department of Human Resources regarding staff personnel matters, and with the Faculty Affairs Office regarding faculty personnel issues.
Plans and schedules the work for the department to make maximum effective utilization of employees, equipment and material within budgetary requirements. Arranges for temporary personnel as needed. Oversees time and attendance records, including payroll records. Oversees vacation schedules and leave time for clinical, administrative and research staff.
Provides internal management and consultative services to departmental clinical, administrative and research staff, and faculty. Counsels staff members on job related problems. Handles issues that require disciplinary actions.
Assist the Director in the execution of strategies, including establishing partnerships and business relationships, to market products and services.
Liaison between the Department of Family Medicine and the Rowan SOM Marketing Department. This includes handling department-generated literature such as brochures, newsletters, flyers and promotional items.
Supervises the Family Medicine Website to ensure that all content posted is within the University’s guidelines and regulations.
Departmental Policies and Procedures
Investigates problems, acts to resolve them when possible and reports findings and recommendations to Chair and Vice Chair.
Develops and submits administrative plans and develops implementation and control procedures that will ensure efficient and effective delivery of administrative and clinical service.
Recommends initiates and implements new or revised departmental policies and procedures.
Attends and participates in meetings and conferences regarding departmental activities within the University Structure. Represents the departments on School and University committees and project teams as assigned. Serves as a resources and provides guidance to departmental members.
Supports the University’s goal on workplace diversity and EEO goals and objectives concerning employment and promotional opportunities.
Understands and adheres to University compliance standards as they appear in Rowan University’s Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.
Keeps abreast of all pertinent federal state, and University regulations, laws, and policies as they presently exist and as they change or are modified.
Ensures that staff are trained and evaluated on their knowledge of and adherence to compliance policies and procedures specific to their jobs.
Provides departmental oversight on inventory controls, including vaccines.
Provides departmental oversight on facilities, furniture, and equipment maintenance and recommendations for repair versus replacement in coordination with facilities management and environmental services.
Performs other related duties as assigned.
To perform this job successfully, and individual must be able to perform each essential duty satisfactory. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EDUCATION and/or EXPERIENCE
Master’s degree in Business, Finance, Hospital/Healthcare Administration, or related field required plus 5-7 years relevant professional experience with responsibilities in a government agency, university setting or major healthcare organization; at least 5 years of supervisory experience. Possession of Certified Practice Management Executive (CMPE) or Fellow of American College of Medical Practice Executives (FACMPE) preferred. Experience coordinating and managing fiscal and administrative activities, planning and implementing programs, organizational development, fiscal management, grant and contract management, policy development, personnel management, management information systems and quality assurance/quality improvement. Specific experience with Family Medicine practice preferred. Knowledge of review, analysis, and evaluation of budgets, as well as organization and administrative practices required. Familiarity with medical terminology, IDX, billing and revenue collection, Medicare and Medicaid regulations preferred. Demonstrated ability to facilitate multidisciplinary teams. Demonstrated self-direction and goal-orientation. Excellent verbal and written communication and computer skills. Outstanding human relations and leadership skills, and the ability to function in a team environment are required. Demonstrated knowledge of how to accomplish superior performance in unionized environment is necessary. In exceptional cases, equivalent education, experience and/or training may be substituted for the degree requirement.
Commensurate with experience
Internal Number: 493302
About Rowan University
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