Director of Administration - Rowan Integrated Special Needs (RISN)

Rowan University

Job

Job Title: Administrator

Departments: Rowan Integrated Special Needs (RISN) Center

Facility: School of Osteopathic Medicine

Reports To: Medical Director RISN

SUMMARY: Provides administrative and operational support for RISN Center and the Medical Director. Plans, organizes, coordinates and directs daily practice operations and functions related to the operation of the educational, clinical, research and administrative functions and programs conducted in the department. Supervises clerical, technical, and professional staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Financial and Operational

Serves in the role of management advisor to the Chairperson for RISN Center. Provides guidance on revenue and cost projections for department operations to the Chief Financial Officer and Budget Office of the school to assist them in budget preparation and revision. Analyzes operating budgets to ensure that all appropriate expenses are included.

Executes departmental budgets as approved by the Chair, Director and CFO. Manages and monitors budges and financial activities, and maintains records of fiscal expenditures. Advises Department 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.

Assists the Chairs in the preparation of short-term and long-term operational and financial plans based on the Strategic Plan of the Department, School and University.

In coordination with the Associate Dean for Clinical Affairs, Executive Director Faculty Practice Plan, Associate Dean of Administration, CFO, and their staffs, implements standardized best operational practices within the department/institute; supervises, controls and manages the IDX patient accounting system, including scheduling, billing, cashiering and collection; and coordinates information technology and electronic health record systems at the departmental level.

Maintains appropriate liaison with the Dean’s Office, Rowan Medicine Business Office, Grants Office, etc., maintaining specialized knowledge relevant to RISN Center 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.

Coordinates departmental clinical programs. Works with Chairs, Associate Dean for Clinical Affairs and Executive Director, Faculty Practice Plan to implement best practices and provide data for school’s quality management program, utilizing the electronic health system and other sources.

Reviews revenue cycle performance on a monthly basis and identifies issues and concerns that affect that performance. Provider productivity (charges and visits). Responsible for all aspects of Payroll and Accounts Payable for the department(s). Review monthly grant expenditures.

Responsible for handling any patient complaints, ensuring that the patient experience is a positive one.

Access to care (managing master schedules) and ensuring schedules are adequate to support patient demand.

Planning and Business Development

Assists the Chair/Medical Director in the execution of strategies, including establishing partnerships and business relationships, to market products and services. Collaborates with internal departments, such as other clinical departments and marketing, and external partners and affiliates, including affiliated hospitals, in the development and implementation of programs.

Assists in negotiations and provides terms and proposed Fair Market Value (FMV) analyses for contracts and/or agreements with other institutions. Works with the Dean’s Office to administer contracts with partner institutions. Maintains client relations and ensures fulfillment of contract terms. Assists in the preparation, development and management of grants.

Human Resources Management

Provides support to the Chair/Medical 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 Chair on faculty productivity and compensation, working in collaboration with Director, Financial Decision Support.

Supervises the activities of the staff of the departments. Develops position descriptions as necessary for professional and support personnel. Recommends the hiring, firing, promoting, demoting, performance evaluations, merit increases, transfers and/or disciplining of employees and other personnel actions in accordance with university policies and procedures. Conducts performance evaluations. Interacts with the 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. Prepares master schedules ensuring adequate staff coverage in all areas. Arranges for temporary personnel as needed. Oversees time and attendance records, including payroll records. Schedules vacation and leave time for department staff.

Provides internal management and consultative services to departmental staff and faculty. Counsels staff members on job related problems.

Departmental Policies and Procedures

Investigates problems, acts to resolve them when possible, and reports findings and recommendations to Chairperson.

Develops and submits administrative plans and develops implementation and control procedures that will ensure efficient and effective delivery of administrative and clinical services.

Recommends initiates and implements new or revised departmental policies and procedures.

General

Attends and participates in meetings and conferences regarding departmental activities within the RowanSOM structure.

Manages and supervises quality standards including PCMH, ACO and MIPS.

Represents the departments on School and University committees and project teams as assigned. Serves as a resource 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 Rowan’s compliance standards as they appear in the RowanSOM Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.

Keeps abreast of all pertinent Federal, State and University regulation, laws and policies as they presently exist and as they change or are modified.

Ensures that the staff are trained and evaluated on their knowledge of and adherence to compliance policies and procedures specific to their jobs.

Performs other related duties as assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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 the essential functions.

EDUCATION and/or EXPERIENCE: Bachelor’s Degree plus five (5) years relevant professional experiences with responsibilities in a government agency, university setting or major healthcare organization. Master’s Degree preferred in Business, Hospital/Healthcare Administration, or related field. Specific experience with Multi-Department practice environments is preferred. Supervisory experience required. 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. Candidates must be proficient with Microsoft Office products. Outstanding human relations and leadership skills, and the ability to function in a team environment required. Knowledge of how to accomplish superior performance in a unionized environment is preferred. Equivalent education, experience and/or training may be substituted for the degree requirement.