Division Administrator

Job Responsibilities:

• With Administrator and Division Director, establish annual and long-term goals for the division and align them with the missions of the department. Develop operational strategies, plans and programs to optimize clinical, research, education, operations, and financial performance.
• Interface with Advanced Practice for mid-level staff management on the outpatient and inpatient sides
• Complete and assure staff and faculty compliance of all required Compliance & Privacy, Regulatory, and FGP trainings:HIPAA Business Associates a Guide to Compliance (Compliance & Privacy)Annual Regulatory Training (Compliance & Privacy)EPIC training and all EPIC upgrades (FGP)Risk Management (FGP)Annual compliance training (Compliance & Privacy)Audit C Alcohol Screening (Regulatory)Regulatory Opioid Education (Regulatory)Fire Safety in the OR (Regulatory)NYULMC Sepsis Recognition and Treatment (Regulatory)The Essentials of Pain Management (Regulatory)Suicide Screening I (all MDs) (Regulatory) Suicide Screening II (Psychiatrists) (Regulatory) Completes and assures staff and faculty compliance of all required iDevelop trainings: HIPAA Business Associates a Guide to Compliance (Compliance & Privacy) Annual Regulatory Training (Compliance & Privacy) EPIC training and all EPIC upgrades (FGP) Risk Management (FGP) Annual compliance training (Compliance & Privacy) Audit C Alcohol Screening (Regulatory) Regulatory Opioid Education (Regulatory) Fire Safety in the OR (Regulatory) NYULMC Sepsis Recognition and Treatment (Regulatory) The Essentials of Pain Management (Regulatory) Suicide Screening I (all MDs) (Regulatory) Suicide Screening II (Psychiatrists) (Regulatory)
• Work with hospital colleagues to ensure programs meet all required accreditation’s.
• Ensure patient complaints are resolved in a timely fashion.
• Ensure AmIon database up to date with contact information for attendings in collaboration with Hospital PMO
• Ensure metrics for response are followed for Epic inbox messages, appointment requests.
• Review and address Patient Satisfaction/Press Ganey results and implement action plans for improvement (80% top box for six of ten domains).
• Participate in departmental Quality Assurance (QA) meetings
• Oversee faculty and mid-level staff credentialing, medical staff privileges, and re-appointment reviews
• Develop new faculty and programmatic business plans for growth and expansion of programs/services.
• Oversee divisions clinical operations and revenue cycle:Manage Front end operations: patient registration, insurance verification, pre-certifications, LOAs, co-pays, co-insurance, and patient balances. Manage Back end operations: analysis of monthly KPI, CPA, and AR reports; oversight of professional fee billing and collections with NYU Langone Central Billing Office & 3rd party billing & collections vendor(s); reviews open encounters
• Assure proper distribution and compliance with NYU Health MCIT policies and procedures, including procurement of computers and peripherals.
• Participate in application/system implementation, end-user testing, rollout, and upgrades.
• Manage MCIT-related activities within the division. Identify opportunities for expanded uses of technology to support the divisions administrative, clinical, and financial operations.
• Community Participation monitoring and reporting for central collection of this information.
• Assure legal compliance of all divisional business aspects, programs, faculty life cycle, financial and research management, as well as staff management.
• Support division in the management of government affairs and legal matters.
• Participate in alerting Communications when new faculty join the division
• Alert the Administrator when faculty have high-profile publications and/or accomplishments
• Participate in the preparation of the departmental annual report.
• Manage the divisional clinical and academic website content.
• Collaborate with the Office of Communications and Marketing on initiatives to ensure that the NYU Langone Health community, as well as communities external to NYU, are informed of the divisions clinical and academic services and advancements.
• Manage all monies that come in through fundraising to ensure donor intent is met
• Manage appropriate spending and deliverable of progress to donors.
• Participate in the development of new divisional gift proposals and budgets.
• In conjunction with the Administrator and Division Director, work with the Office of Development to identify funding opportunities to advance the divisions mission.
• Clinical Research Management (Office of Clinical Trials)Provide oversight and administrative direction for all clinical research activity and compliance within the departm.Provide pre- and post-award administrative support and financial management of all federal, industry and foundation clinical research sponsored projects. Manage budgets.Negotiate rates, cost allocation and study specific budget with industry sponsors.Oversee IRB compliance.Organize industry site monitoring for active recruitment of clinical trials.
• Manage PI freezer policy and offsite freezer storage
• Assist in the management of all subcontracts and sub-awards including invoicing and funds flow
• Comply with all funding agencies and the IRB by ensuring that information required is maintained and reported on a regular basis. Identify and analyze any discrepancies in order to ensure appropriate justifications are provided.
• Provide administrative support in the development of clinical research programs. Identify and help coordinate appropriate resources needed to address tasks to be performed or data to be gathered.
• Participate in proving post-award management of all sponsored projects.
• Participate in providing pre-award support: new and resubmission of all NIH grants including P, U, R01, T, and other grants.
• Participate in providing oversight and administrative direction for all grant management activity and compliance within the division.
• Oversee adherence to faculty policies and procedures as seen in the faculty handbook.
• Manage faculty terminations and transfers, including clinical practice and/or lab.
• Review faculty engagement survey and reports to Senior Leadership on action plan.
• Oversee and ensures third- and sixth-year Tenure Track Faculty Mentoring Reviews and Annual Mentoring Letters are completed.
• Organize a communication mechanism for faculty and house staff on the service such as email or fax.
• Notify clinical faculty of hospital events (i.e., Deans honors day, graduation, mandatory training, etc.) and encourage attendance.
• Participate in the manage Change of Responsibility (COR) letters for all divisional faculty as roles are adjusted.
• Oversee the administrative support provided to ensure all practicing/admitting physicians providing care to patients at NYUHC are appropriately onboarded, appointed, and credentialed. Ensure that all necessary paperwork is initiated and completed and guidelines are followed. Liaise with individual Attendings, as needed, to facilitate compliance.
• Actively participate in the faculty application, screening, and/or interviewing process.
• Work with the Hospital, OSR, DCM, RED+F regarding resources for recruits, including space, IT/computational needs, animal relocation and rederivation needs and equipment.
• Participates in the develop a business plan for review and approval by the Chair and leadership.
• In conjunction with the Administrator, develops and implements strategic plans for the recruitment of faculty in areas targeted for growth jointly with the hospital and/or research mission.
• Oversee the administrative services provided to all faculty within the division.
• Provide administrative management support to the Administrator and leadership in the recruitment of new faculty including preparation of RAP package for consideration of research faculty.
• Oversee staff and management training for appropriate training courses: Emergency Management & Workplace Safety; Annual Compliance Training; Annual Regulatory Training; Compliance Code of Conduct; Foundations of Diversity & Inclusion; Preventing Workplace Harassment; Influenza Vaccination; Annual Health Assessment; Annual Disclosure reporting; Clinical compliance/privacy training; Hazardous Waste; Chemical Hygiene; Introduction to Biosafety for Research Space
• Communicate new policies and procedures and regulatory changes impacting the division with medical and non-medical staff as indicated. Establish mechanisms/processes that facilitate compliance and assist in reinforcing hospital and school policy changes and regulatory requirements.
• Oversee the Influenza Vaccination Campaign for all divisional employees.
• Oversee preparation of all externally and internally mandated reports.
• Develop and process changes required to comply with new or changing regulations. Develop and approve effective complaint procedures.
• Manage divisional compliance based on institutional, state, and city policies. Assures compliance with regulatory mandates of The Joint Commission (TJC), New York State Department of Health, New York City Department of Health and Rules and Regulations and Bylaws of Medical Staff and corporate compliance officer.
• In conjunction with the Administrator, oversee the development and implementation of policies and procedures for the Division. Ensures compliance in all areas of responsibility. Ensure that policy changes are documented and communicated thoroughly.
• Manage equipment ownership transfers for faculty moving to other institutions
• Actively participate in mergers and acquisitions, assuring integration of operational, financial, and clinical missions.
• Manage renovation projects, including space layout and budget negotiations, furniture and equipment selection and purchasing.
• Oversee facilities management and research lab operations and cores for the division.
• Manage the needs assessment, planning, development, and execution of major capital expansion; oversees the negotiation of capital equipment and ensures appropriate level of analysis, projections and financial documentation is provided; in addition, proper management, inventory, and disposing of equipment is required.
• Serve as Project Manager for all major construction and renovation projects within the division.
• In conjunction with the Administrator, oversee the local assignment of space and facilities planning for division.Assess divisional needs against short and long term goals, right size as appropriate.
• Promote diversity, inclusion, and mentorship as core institutional values
• Ensure that all required certifications, medical clearance, training, COI are completed
• Adhere to medical center policies and procedures as seen in the staff handbook.
• Oversee the staff engagement survey and create and implement action plan(s).
• Manage staff attendance, sick time, FMLA, and vacation time based on institutional, state and city policies.
• Liaise with 1199 for appropriate state and city policy compliance.
• Oversee all staff development and training programs in the Division. Promote an environment conducive to shared learning. Promote staff participation in development programs, such as MLDP and TLDP.
• Continuously encourage the performance of the staff to achieve the best possible outcome. Serve as a mentor to the staff in the performance of their duties.
• Approach the performance review process constructively and conduct it in accordance with Human Resources and departmental guidelines and procedures. Conducts divisional staff annual evaluations based on Behavioral Standards & Competencies.Bring to the employees attention areas of performance needing improvement as soon as they are recognized with a plan and a time frame for correction; identify areas for growth. Implement the disciplinary process in accordance with School of Medicine guidelines.
• Oversee divisional staff recruitment, interviews, onboarding, terminations, lay-offs and volunteer and immigration paperwork for incoming personnel.
• Explain to employees clearly what his/her responsibilities are and the applicable performance standards.
• Manage the non-physician staff within the division. Direct and coordinate administrative personnel to assigned tasks and projects. Provide general management of clinical, research, and admin exempt/non-exempt staff.
• Oversee division-based Value Based Medicine (VBM) projects, including projects led by Departmental Administrator and transmitted through the VBM committees.
• Manage the divisional procurement process and PCards.
• Participate in vendor maintenance contract negotiations.
• Participate in the development of strategies to ensure optimization of funding and financial support for professional activities.
• Provide administrative support to the Administrator and Division Director, on developing and monitoring workload and revenue indicators (i.e., discharges, length of stay, denials, outpatient referrals, etc.) Analyze data and make recommendations.
• Assist in the development of business plans for all programs in the division
• Participate in the Departmental Administrators Committee (DAC), sub-committees, and other NYU Langone Health initiatives in the broader community (ex- VBM, HRO, Zero Harm, Change Management, etc).
• Design and/or participates in Value Stream Analysis (VSA) and Rapid Improvement Events (RIE) as appropriate.
• Identify new revenue opportunities; develop proposals and business plans.
• Works with department leadership to develop, organize, and conduct in-service sessions and implement new programs to generate additional revenue and/or savings.
• Schedule and conduct regular meetings with key personnel of Medical School and Hospital Departments to proactively promote the most effective services. Work with department leadership to develop and prepare verbal and/or written reports on the status of and/or changes to divisional objectives and initiatives
• Participate in the oversight of divisional finance and administration
• Serve as adviser to the Administrator Division Director and other faculty leaders and division administrators within the department