As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
The Department of Psychiatry and Behavioral Sciences is the third largest department within the School of Medicine with 290 full-time faculty members, 414 clinical faculty members 132 trainees, and 304 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department’s highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest.
The Department’s robust research portfolio totals $50 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development.
The Department of Psychiatry and Behavioral Sciences has an outstanding opportunity for a Vice Chair Finance and Administration. The Vice Chair reports to the Department Chair and School’s Associate Dean of Administration and Operations and serves as the business manager and senior administrative support representative for the Department. As such, the Vice Chair has a comprehensive range of responsibilities, including: financial planning/management, budget development, supervision of the Department’s classified and exempt staff, personnel, payroll, purchasing, special project support, and other administrative functions for the School of Medicine.
As a UW SOM Department Vice Chair of Finance and Administration, the incumbent carries out duties prescribed by the directing, overseeing, or partnering institutions and organizations. The critical knowledge and skills are organized into the areas of: Financial Management and Development Activities, Operations Management, Practice Plan Management, Compliance and Risk Management, Research Management, Information Management, Human Resource Management, Facilities Management and Educational Program(s) Management. He/she/they acts in an advisory capacity to the Chair and various Department committees, providing financial guidance, background information, and management advice. In addition, the Vice Chair is the Department’s primary working-level interface with the Dean’s Office, the Practice Plans, and other departments in the University regarding administrative issues.
RESPONSIBILITIES
Financial Management and Development Activities
Manage the financial resources of the department to include budgets and funds from federal, state, practice plan, private, University, and foundation sources to ensure ethical and fiduciary practices.
Interacting with faculty and staff to facilitate the department’s ability to achieve clinical, scientific, and educational goals
Interpreting policies and regulations concerning the department’s financial activities; ensuring compliance with the University’s policies and procedures as well as guidelines from the federal government, state, and other research project sponsors
Development and implementation of internal financial system controls to ensure integrity of all financial transactions in accordance with applicable jurisdictions
Maintaining a working knowledge of the department’s financial operations, funding sources, policies, and procedures
Operations Management
Manage department operations to ensure the day-to-day and cyclic requirements are met; plans, resources, and monitors programmatic activities; prepares reports, terminates, or continues programs; plans or coordinates marketing documents or activities.
Coordinating a variety of general administrative activities necessary to the department’s day-to-day operations
Understanding and integrating the cyclic operational responsibilities of the UW/SOM/Practice Plans into department planning, policies, and procedures
Understanding and implementing change management processes that include not only organizational dynamics, but also the policies and procedures of approving offices or agencies
Negotiating or building new relationships, partnerships, or coalitions to advance the department’s vision or mission
Practice Plan Management
Manage the practice plans(s) of the department to include the member appointment process, budget process, revenue cycle, funds flow projections, pro forma accounting, the incentive plan, and compliance requirements.
Forecasting/Planning/Reporting
Revenue Cycle Management
Education and Compliance
Compliance and Risk Management
Promote compliance and manages risk in accordance with policies of the University, UW Medicine, and other oversight bodies, to ensure operations and resources are in alignment with mission and requirements.
Interpreting and integrating federal, state, and industry laws or policies on corporate compliance; topics to include fraud and anti-kick-back, to mitigate risk to the department and to individual faculty or staff
Implementing current HIPAA policies regarding Protected Health Information (PHI), as it is related to IT equipment, email communication, phone or other communication, and proper handling, disposal or destruction of information and documents; ensuring all faculty and staff complete required training modules
Assisting the medical centers and other health sciences leadership monitor physical presence by ensuring all faculty and staff receive appropriate identification or access authorization
Ensuring that all spaces, rooms, laboratories have appropriate security measures in place to safeguard information, physical resources, and staff
Research Management
Manage the research resources of the department, to include grant and contract staff and processes, research staff support, capital equipment, physical plant, IRB, and Protected Health Information compliance issues.
Designing and implementing administrative procedures for grant and contract administration
Interpreting and integrating federal, state, industry, and private policies, laws, contracts and agreements regarding research activities at the UW
Assisting faculty in the identification of research sponsorship, pre-submission activities, IRB and animal research requirements, supporting documents and verifications, and submission of grant and contract proposals
Reviewing and approving all department grant and contract applications
Information Management
Manage the information requirements of the department, to include academic, business, educational and research information needs; incorporating and utilizing the existing Information Technology architecture.
Coordinating and managing the department web site and links including all aspects of department functions: clinical sites of practice, service line and outreach activities, research enterprises, faculty biosketches and publications, training programs, and the residency program
Developing written communication materials which may include department newsletter, CME brochures and mailings, development brochures, and other information to support public relations, scientific presentations, development activities
Coordinating and participating in public relations and/or fundraising events including donor relations and representing the department at University and external functions; collaborating with SOM Development for fundraising events and issues
Ensuring a viable and secure Information Technology architecture is in place, and educating faculty and staff to the importance of and compliance with a configuration management plan and policy
Human Resource Management
Manage the human resources of the department, to include the faculty and the department staff, in accordance with University of Washington and School of Medicine policy and procedures.
Key human resource (HR) management skills for the SOM Department Vice Chair are:
Interpreting and integrating federal, state, UW, SOM, and other local laws and agreements into department policies and procedures
Developing and/or utilizing HR measurement/monitoring systems
Responding to and assisting in needs/requirements for faculty and staff training and coaching
Negotiating faculty/staff relations to represent viewpoints and positions fairly
Facilities Management
Manage facilities to ensure effective, efficient, and safe operations and preservation of resources.
Reviewing, developing, and assigning space to staff and faculty, including research lab areas and offices; coordinating moves and/or relocations of offices, laboratories, and personnel
Developing written material for long-range space planning including major renovation projects; collaborating with the Chair and working with the Dean’s
Office when appropriate, to develop business plans and proposals to support requests for additional space
Interpreting and integrating federal, state, UW, and other laws and policies relating to safeguarding of facilities and capital resources
Building and maintaining relationships with the medical centers’ facilities staff to ensure timely correction of deficiencies/repairs to facilities, and to ensure compliance with remodeling and facility modification guidelines
Educational Program(s) Management
Support program director(s) and faculty in management of educational program(s).
Supporting Program Directors (Residency, Medical Student, Fellowship, Graduate, Undergraduate, etc.) and faculty leaders in the management of educational programs
Interpreting and integrating federal, state, UW, SOM, ACGME, ECFMG, RRC, professional society, and other local laws and agreements into departmental policies and procedures
Supporting periodic program reviews for accreditation/certification and training grant renewals
Facilitating support of accredited and non-accredited Continuing Medical Education programs in the community
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
QUALIFICATIONS
This position requires a minimum of a Master’s degree in Business Administration (MBA), Health Care Administration, Public Health, or related field. Other required qualifications are listed below.
Proven leadership and sophisticated communication skills.
Experience in performing complex medical center/departmental financial analyses using personal computer software.
Experience with clinical departments in a medical center/hospital environment.
Experience in physician group practice operations and financial management.
At least five years management-level experience, preferably in an academic medical center or hospital environment.
At least seven years supervisory and office management experience.
Demonstrated experience working with large, highly structured personnel systems.
Demonstrated experience in business planning, financial analysis, and/or strategic planning.
Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
Process Improvement Mindset
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your “My Jobs” page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected].
Governor Inslee’s Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.
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