The Department Administrator (DA) is a senior administrative position in the clinical department that partners with the Department Chair, Department Executive Director, departmental and institutional leaders to assist in setting Department direction and oversee performance. Responsibilities include strategic planning and directing the faculty business affairs of a large, complex department with multiple divisions. The DCDA is a thought leader providing administrative leadership to accomplish Department strategy, and oversees and administers programs, strategies, and initiatives designed to develop, enhance, and support the various missions of a complex clinical, research, and academic department.
In conjunction with the Chair, the DA sets departmental goals and objectives, ensures timely and bi-directional communication, fosters departmental engagement, as well as manages the Department’s faculty relationship with various business areas throughout City of Hope. The DA is responsible directly, through middle management, or in coordination with central offices, for directing and managing the effective and compliant administrative, fiscal and resource planning, medical education, research, clinical/faculty coverage, human resource, utilization and productivity management, marketing and business planning activities of the Department in support of advancing City of Hope’s mission and vision. As the senior administrative leader in the Department, the DCDA facilitates and directs departmental faculty strategic initiatives and continuous improvements in operating efficiencies that are aligned with enterprise strategic objectives.
Participates with the Chair, Department Executive Director, senior departmental faculty and other administrative leaders in the strategic and operational decision making as a member of the Department's leadership team. Acts independently on behalf of the Chair, serving as the primary representative of the Chair to stakeholders.
Key Responsibilities include:
Directly supervise business/administrative managers, program managers, administrative supervisors and other departmental staff. Indirectly department staff through business and program managers.
Lead faculty annual review process, administer engagement activities and direct annual employee performance evaluation process. Develop performance improvement strategies and refer to HR as appropriate. Lead employee recruitment. Manage job and status changes within organizational guidelines. Assist Chair and Division Chiefs administer sensitive faculty matters, including compliance, TAR efforts, goals and expectations and leadership roles/responsibilities.
Partner with Department Chair, Clinical Finance and Research Finance to develop annual departmental budgets, monitor financial performance and prepare variance reports. Lead financial improvement strategies with Department Chair, faculty leaders and other enterprise leaders.
Develop, prepare and manage institution cost centers including areas such as expenditure control, revenue monitoring and invoicing. Assist Finance in development of annual growth projections. Financial owner on all operation cost centers. Develop long-range financial plans, analyses, and recommendations on adjustments where appropriate.
Research and Academic Leadership
In partnership with Department Chair, Research Business Operations and GME Office, ensure faculty research and academic operational, financial and human resource needs are met. Prepare annual TAR submissions and monitor faculty academic productivity against expectations. Oversee all departmental academic and educational operations including management of fellowship programs, medical student and resident rotations, and Continuing Medical Education events.
Establish and maintain close working relationship with central departments. Coach and mentor new managers on core support services. Participate on various institutional committees specifically dedicated to performance improvement and various growth initiatives as requested. Develop and maintain effective communication program ensuring timely reciprocal exchange of information between Enterprise leaders, Chair, Division Chiefs, faculty and staff.
Facilities Operation and Space Management
Manage facilities assigned to department, oversee space utilization, ensure building and equipment safety and maintenance. Facilitate space needs for departmental faculty and staff between faculty and various departments (office space, lab space, clinic, operating room space, other clinical space).
Provide Department administrative leadership to achieve strategic priorities and goals, and change initiatives. Lead or participate in the development and/or implementation of business plans for department programs and strategic initiatives. Serve as facilitator and liaison for strategic planning and business development activities between the faculty and various strategic related departments including Business Development, City of Hope Medical Foundation, Marketing, Finance and Planning.
Coordinate recruitment, on-boarding and off-boarding of faculty including preparing and presenting business cases to the Physician Recruitment Committee, interfacing with recruiter on desired candidate characteristics, preparing expectations and identifying and procuring resources for recruitments. Accountable for on-boarding activities encompassing faculty and appointment process, clinic and operating integration, staffing assignments, marketing, research support etc.
Manages all faculty schedules to ensure alignment with assigned clinical and TAR FTE.
Maintain strong working relationships with COHMF and COHNMC clinical leaders to actively manage utilization of the clinics, operating rooms and other resources. Oversee and direct clinical operations within the department, including coverage plans, on-call, and quality programs. Partner with Chair to monitor trends and underlying patient experience issues and institutes programs and tactics to improve patient-provider communication. Monitor and address patient experience feedback.
Monitor inpatient and outpatient clinical volume and academic metrics monthly in conjunction with the Department Chair, Division Chiefs and Vice Chairs. Discuss volume variances with Chiefs and faculty. Identify opportunities for improvements in productivity and implement change. Lead efforts to ensure support for faculty goals and expectations.
Coordinate with legal counsel concerning legal matters impacting the assigned Department including medical malpractice issues, consultant agreements, employment agreements, event contracting, service agreements, and facility rentals. Oversee and/or assist in oversight of the implementation of enterprise and departmental policies and procedures (e.g. clinic cancellations, dictation sign-off, response to call, eCert etc.).
City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.
Basic education, experience and skills required for consideration:
Bachelor’s Degree or combined experience/education as substitute for minimum education.
Bachelor’s with 8+ years of directly related experience in healthcare administration including 5 years of experience in a supervisory/ managerial capacity. or
Master’s with 5+ years of directly related experience in healthcare administration including 2 years of experience in a supervisory/managerial capacity.
Must possess knowledge of healthcare delivery systems, financial planning and forecasts of healthcare operations, quality and performance improvement, budget development and variance reporting, personnel management, marketing, and space and facilities management.
Strong leadership and interpersonal skills necessary to communicate and interact with all levels of management and gain the confidence of faculty, staff, leaders, and colleagues. Demonstrated ability to handle multiple.
Preferred education experience and skills:
Master’s Degree (MBA, MHA, MPH).
Progressive experience within an academic medical environment, with clinical administration, complex budget management, and physician administration.
Internal Number: 10007408
About City of Hope
City of Hope, an innovative biomedical research, treatment and educational institution with over 6000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.
Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s leading cancer centers that develops and institutes standards of care for cancer treatment.