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Title:  Administrator

Division:  Psychiatry and Behavioral Sciences
Schedule:  Monday-Friday; 8:00 a.m. -5:00 p.m.
Work Location:  Texas Medical Center, Houston, TX
Salary Range:  Commensurate with experience
FLSA Status:  Exempt
Requisition ID:  4281
Summary

Baylor College of Medicine (BCM) is proud to be one of the nation’s premier healthcare, educational, and research institutions. Our people are our most important resource as we pursue excellence in our healthcare, education, and research mission areas. Our staff enjoys outstanding benefits and professional growth opportunities while working in a dynamic environment noted for diversity, community involvement, intellectual excitement, and cutting-edge research and education.

 

The Menninger Department of Psychiatry & Behavioral Sciences serves as the academic home for 250 faculty, 100 staff, and an additional 70 residents and fellows and includes two formal divisions and multiple research and clinical specialties. Ideally situated in the heart of the world’s largest medical center, members of our Department faculty practice at the Texas Medical Center at iconic institutions, including CHI-Baylor St. Luke’s Medical Center, Texas Children’s Hospital, Texas Heart Institute, Ben Taub Hospital, the Michael E. DeBakey VA Medical Center and the Menninger Clinic. The Department’s clinical programs are dedicated to providing the best in evidence-based patient care across all disciplines in the Menninger Department of Psychiatry & Behavioral Sciences. Our research and clinical activities serve as the basis for training future leaders through our residency, fellowship, PhD Intern and post-doctoral programs.  These training programs have produced a number of talented leaders in academic, clinical practice, and administrative services.  All of our professional efforts are completed through organized divisional subspecialties in the Department.

Job Purpose

The Department Administrator serves as the administrative leader and senior management advisor to the Department Chair.  The primary responsibilities of this position are to generate, manage, and interpret strategic information; provide financial management and accountability for all Department resources; and to provide administrative infrastructure for faculty, staff, and trainees.  These responsibilities cover each of the Department’s primary missions of patient care, education, and research. The Department Administrator is responsible for all administrative operations of the Department including finance, research administration, and human resources. This role is dynamic, providing administrative leadership in multiple BCM entities beyond the Department, including the College, the Faculty Group Practice (FGP), and affiliated organizations. In addition, this leadership role helps to maintain BCM’s values by creating a culture of professionalism; an effective learning environment for all; and a commitment to diversity and inclusion.  The Department Administrator reports to the Department Chair and Chief Operating Officer of the College.

Job Duties

STRATEGIC PLANNING and IMPLEMENTATION
This position is critical to the Department’s long-term success and includes active leadership of and engagement throughout the strategic planning activities for the Department.  Responsibilities include:

•    Developing, obtaining approval for, and directing short and long-term strategic business plans for the Department, in alignment with overall institutional priorities while actively serving as the senior financial and administrative manager.
•    Preparing business analyses, funding plans, and development proposals; implementing plans for new programs; and designing and executing changes to existing programs.
•    Standing accountable to the Chair and Chief Operating Officer for continuous progression and successful completion of these plans and programs.

OPERATIONS MANAGEMENT

All operational activity for the Department flows through this position. Whether directly performed, assigned to divisions, or delivered by operational partners, all Department operations are the responsibility of the Department Administrator.  Responsibilities include: 

•    Directing strategic business, programmatic, policy development, and operational planning in concert with the Chair and Chief Operating Officer.
•    Providing financial analysis and programmatic oversight for the Department. 
•    Serving as the administrative liaison for Department programs at affiliate sites and within the divisions, College and FGP.
•    Planning and managing all financial areas including all aspects of revenue and expense management.
•    Ensuring that administrative services in the Department are compliant with all applicable BCM policies and procedures.
•    Providing administrative direction and coordination of day-to-day functions, including those involving other BCM entities whose work impacts the business of the Department.

ACADEMIC PROGRAM ADMINISTRATION

The education programs include, but are not limited to, Undergraduate Medical Education (UME), Graduate Medical Education (GME), Continuing Medical Education (CME), PhD Internship and Post-Doctoral training.  BCM education programs are accredited by several accreditors, it is vital to ensure BCM programs stay in compliance with all standards and regulations.  In support of the Department Chair, responsibilities related to academic program administration includes:

•    Responsible for oversight of all administrative aspects of all educational programs. In conjunction with the Program Director and Academic Coordinator, develop departmental administrative policies and procedures to insure that educational requirements are met for all learners.
•    Oversight of programs to insure compliance with SACSCOC, LCME, ACGME, ACCME, and other regulatory agencies for both Baylor and affiliate sites.
•    Responsible for activity in the outpatient clinics in regard to attending physician availability, medical documentation of residents for billing activity, and statistical information for site reviews. 
•    Responsible for oversight of all administrative aspects of Continuing Medical Education Programs sponsored by the Department including, grand rounds, annual sub-specialty specific conferences or courses, and weekly lectures.  Ensures submission of Departmental based continuing education program proposal and marketing materials to CME Office for review prior to offering the program.  
•    Reviews and approves educational related expenses.
•    Ensures that adequate faculty and administrative FTE are assigned to carry out the spectrum of educational duties across the continuum of UME and GME. Works with the appropriate deans to understand what these needs are at the UME and GME level. 
•    Ensures that adequate faculty and administrative FTE are assigned to carry out accreditation requirements for all regulatory agencies such as the ACGME, ACCME, LCME, SACSCOC, etc. 
•    Facilitates the distribution of key educational issues and updates to faculty, including documentation of such in Departmental minutes. 
•    Assists in assuring that educational metrics are completed on time such as completion of evaluations, completion of course annual reviews, completion of annual elective updates, etc. 
•    Ensures faculty teaching evaluations and other metrics such as timeliness of grades, direct observation, participation in teaching sessions, etc. are provided to the Chair for their use in annual faculty evaluations.
•    Support the Program External Review process, as needed.
•    Allocate protected time and “T Dollars” to teaching faculty in accordance to program funding procedures established by the Provost Office.
•    Liaison between Department and central educational units under the Office of the Provost.
•    Guide faculty and learners to use the Integrity Hotline when filing a formal complaint.

CLINICAL and PATIENT CARE MANAGEMENT

The Department Administrator is responsible for the administrative management of clinical programs that are significant in value and reputation to BCM.  Responsibilities include:

•    Improving policies and processes to assure that all clinical services and procedures are billed accurately and in a timely manner, and that collections are pursued promptly and accurately.  This work is supported by the College’s professional billing service group (PBS).
•    Analyzing charge capture, denial reasons, and reimbursement patterns, and recommending process improvements.
•    Developing guidelines, providing feedback, and educating physicians, residents, fellows, and staff on billing processes and billing practices.
•    Analyzing and recommending action concerning clinical productivity and physician billing activities. Coordinating with PBS to assure billing information and coding provides appropriate reimbursement for physician and facility/technical services.
•    Providing support for the ideal patient experience through focused Departmental and divisional activities to improve patient access, experience, and clinic site management.

RESEARCH ADMINISTRATION

The Department’s research portfolio includes clinical trials and clinical research and imaging labs.  Research programs are one of the hallmarks of our success.  The Department Administrator leads the Menninger Department of Psychiatry & Behavioral Sciences research administration to accomplish the following responsibilities, including:

•    Understanding all grant and contract funding sources and how they impact Departmental funds flow, faculty effort, etc.
•    Managing faculty salary distribution on research fund codes, effort, and the distribution of faculty total professional effort.
•    Ensuring timely invoicing, collection, and the mitigation of potential overdrafts or write-offs related to sponsored research activity.
•    Leading the analytical review of monthly budget reports to satisfy requirements of sponsor agency, institution, and investigators for planning, budgeting, auditing, and oversight purposes.
•    Managing research space, facilities and resources (including equipment) and the disposition thereof.
•    Partner with mission leadership in effective management and utilization of institutional resources.

PEOPLE MANAGEMENT

The Department Administrator is responsible for multiple direct reports to direct finance, research administration, education administration, human resources, and the clinical mission.  Responsibilities include:

•    Refining and developing an administrative structure that provides the necessary level of support services needed for the Department’s continued success and strategic growth.
•    Understanding and appropriately implementing the varied policies and procedures for faculty, staff, residents/fellows, and other personnel. This requires direct engagement with the College’s human resources department.
•    Overseeing aspects of faculty appointment, promotion/tenure, and non-renewal processes within the Department, ensuring adherence to College guidelines and timelines.
•    Ensuring Departmental employment activities and practices are in compliance with College guidelines and policies.
•    Providing advice and counsel to administrative leaders on personnel decisions and actions, including promotions, salary actions, performance evaluations, training, performance management, and terminations.
•    Recruiting, interviewing, selecting, and critically evaluating the performance of staff who report to the Department Administrator. Providing counsel for Department leadership in hiring, including clinical, laboratory, and administrative personnel.
•    Ensuring appropriate record confidentiality is maintained in compliance with BCM policies, and state and federal regulations.
•    Supports employees and supervisors to resolve employee relations issues.  When necessary, representing the Department in dispute resolution activities.
•    Ensures training, evaluation, and performance needs of staff including compliance, HIPAA, and information systems security requirements.

BUDGET and FINANCIAL MANAGEMENT


•    Assuming the overarching fiscal responsibility and directing the Department’s financial staff.
•    Strategically managing financial resources for the Department to achieve optimal utilization, including financial planning, budgeting, and accounting functions of the academic and medical service units.
•    Exercising independent judgment and decision-making authority as delegated by the Chair to facilitate the optimal use of all resources.
•    Coordinating, monitoring, and managing separate budgetary units in multiple entities.
•    Directing Departmental operational codes.
•    Advocating high standards and holding staff and faculty accountable to Department and BCM financial management policies involving personnel/payroll, purchasing, budget management, and travel.
•    Providing the planning, budgeting, and accounting functions for operating, capital, grant, and gift budgets; employing appropriate stewardship of available funding streams.
•    Analytically reviewing financial reports and records, and initiating corrective action in coordination with College leadership.
•    Providing fiscal guidance and counsel to faculty and staff to help facilitate leadership’s ability to achieve scientific and educational goals.
•    Leading the process for the allocation of funding of faculty salaries and clinical incentive plans.

SPACE and FACILITIES ADMINISTRATION


•    Directing and developing a functional space plan for the Department and coordinating the support services necessary to ensure the operation of the Department’s facilities.
•    Understanding remodeling projects within the medical center, implementation, relocation, and coordination of the project in collaboration with College leadership.
•    Directing Department loans of institutional space.
•    Analyzing space and equipment and preparing timely annual space and capital reporting to the appropriate College personnel.
•    Working collaboratively with faculty and staff to manage capital equipment and assets.
•    Obtaining and allocating resources to ensure that equipment within the Department is appropriate as technology and market needs change.

CHANGE MANAGEMENT / PROCESS IMPROVEMENT / PROJECT MANAGEMENT

The Department Administrator drives continuous improvement in all domains.  Responsibilities include:

•    Proactively developing, proposing, advocating through the appropriate decision-making channels, and implementing process improvements for high-priority, high-risk, high-volume, and major activities in alignment with College strategic objectives.
•    Leading the Department’s project management functions with support from College resources.
•    Leading targeted, recurring communication plans to ensure effective project and process improvement implementation and follow-up.
•    Managing routine and crisis communications throughout the Department and with related entities as issues arise.

Minimum Qualifications

•    Master’s degree in business, healthcare or closely related field.
•    A minimum of 10 years progressively responsible experience in administrative management, to include proficiency in budgeting, grants and contracts, clinical administration, personnel supervision and space and facilities management.
•    Intermediate to Advanced Microsoft Office Skills (Excel, Outlook, PowerPoint, Word).

CORE COMPETENCIES

While many competencies, skills, and knowledge are critical to the success of the role, the following are examples of notable aptitudes that must be demonstrated:

•    Strong leadership skills and ability to take ownership for the Department and to gain the confidence of faculty, staff, leaders, colleagues, etc.
•    Proven innovation and initiative to anticipate, develop, and implement new procedures, processes, and best practices.
•    Demonstrated ability to analyze complex situations, identify and analyze problems, and develop options and recommendations for resolution.
•    Proven ability to develop, analyze, organize, and carry-out project objectives to achieve organizational goals and implement strategic objectives.
•    Demonstrated ability to solve complex, unusual, and new challenges using means which establish effective and efficient precedents.
•    Adaptability to continually changing work priorities and business methods.
•    Demonstrated ability to work cooperatively with people of diverse cultural and ethnic identities, styles, beliefs, and functional responsibilities; treats everyone with respect and dignity.
•    Proven ability to research, gather, and organize information to conceptualize concise reports using various resources.
•    A high degree of professionalism and accountability with demonstrated enthusiasm for and commitment to the position, the work, the team, and the Department.
•    Excellent negotiation skills.  Demonstrated counseling techniques with the ability to act as a facilitator, exercise diplomacy, professionalism, responsiveness, a high degree of flexibility, and resolve concerns and conflicts between individuals and among multiple members of a group in a fair and equitable manner.
•    Excellent interpersonal, written, and verbal communication skills to interact with a variety of personalities at all levels; exercising tact, sound judgment, diplomacy, and adaptability to promote positive working relationships and job effectiveness.
•    Ability to work independently and follow through on assignments with very minimal direction and acceptance of full responsibility and accountability for all personal actions.

 

 

 

 

Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.

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