Divisional Administrator

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: Monday-Friday (9AM-5PM)
• Building:
• Salary Range: $130,000-$165,000

Position Summary

About Us

The Division of Dermatopathology receives around 140,000 biopsies per year, along with approximately 700 direct immunofluorescence specimens and nearly 1,000 consultations. The majority of consultation referrals are focused on cutaneous lymphoma and melanocytic pathology. The Division Administrator is the Department's key administrative leader of this division and works as a partner to the Division's Director & Department heads.

Position Summary:

Reporting to the Department Administrator & the Director of Dermatopathology, the Divisional Administrator is responsible for daily operations and administration of the division of Dermatopathology. The Divisional Administrator is a key member of department management team and works closely and collaboratively with faculty, managers and staff across the department to develop an efficient, high-functioning infrastructure to support the Division's research, education, clinical care missions.

"Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process"

Responsibilities

Financial:

• In coordination with the Department's Associate Director of Finance/Budget - Develop, monitor and present divisional budget for the fiscal year (Annual Operating Budget of ~$15 million).
• Monitor budget variances, identify areas for financial improvement, business development and strategic planning.
• Work with Department Administrator/ COO on strategic plan for avenues of growth and physician compensation model.
• Creation and follow through of recruitment/replacement business plans.
• Grants management monitoring in partnership with the Department's Research Administration team.
• Creation and maintenance of master service agreements with outside vendors.
• Invoice and reconciliation of purchase orders.
• Monitor budgets and invoicing for Dermatopathology Lab.
• Prepare budget projections for clinical revenue.
• Review of clinical billing and quarterly clearing of collections for non-payables from inpatient and outpatient billing.
• Review Faculty Relative Value Units (RVU's) and specimen counts on a Monthly basis. Disseminate data to the physicians and looking for trends or variances in clinical volume that impact the revenue projections.
• Identify cost saving and efficiency opportunities and execute plan with the Division Director and Department Administrator.
• Approve and administer expense reimbursements for faculty and staff.
• Prepare and review of salary rosters created annually.
• Ensure adherence to Columbia University policies and compliance of SOP are followed for the revenue cycle processes and budgets.

Operations:

• Work closely with divisional Administrative & Lab Manager(s) to oversee daily lab operations.
• Oversees and directs the day-to-day activities of the division; resolves operational issues as they arise; monitors and adjusts workflow; assigns work and other special assignments to administrative staff; coordinates and consults with the Director of Laboratory Operations and shift supervisors on a daily basis regarding day and evening shift operations. Oversees procurement of laboratory and administrative equipment and supplies payment of invoices using ARC. Resolution of facilities and infrastructure issues; manages capital construction and space planning.
• Review SOP and disseminate information to the staff.
• Work with Lab Manager and Departmental leadership to ensure the laboratory computer system and administrative services are fully compliant with College of American Pathologists (CAP) Accreditation and NYS DOH guidelines Review
• Ensure external client Satisfaction by developing survey's metrics & reports out on trends and improvements.
• Creation of physician schedules and track time away tools, ensures adequate physician coverage for the lab.
• Implements new workflows to ensure ease of client & provider access and satisfaction.
• In conjunction with Department leads, identifies opportunities for geographical growth to increase market share for Columbia Dermatology Dermatopathology lab.
• Works closely with the Department IS Administrator and external vendors (e.g., 4Medica, a clinical data exchange company) to develop and maintain reporting interfaces to electronic medical record systems in community-based, referring physician office across the tri-state region; ensures a coordinated and thorough response to computer system issues.
• Business Continuity and Disaster Response: Devises and implements backup plans in the event of systems and infrastructure failure and weather-related non-delivery of specimens and reports.
• In collaboration with the Program Director, & Fellowship Coordinator is responsible for oversight & operational and financial management of the Dermatopathology fellowship training program.

Administrative/Human Resources:

• Collaborate with Human Resources for hiring; appointment & promotions; salary allocations; credentialing for current and incoming faculty.
• Responsible for communications to staff regarding questions on HR policy (i.e. time and leave, maternity leave, performance improvement plans, etc.)
• Manage the performance for all staff. This is inclusive of implementing and facilitating annual performance appraisals and performance improvement plans, when needed.
• Assures adequate staffing coverage for clinical and research operations.

Relationships/Communication:

• Direct reporting relationship with Department Administrator/COO and partners with the Division's Director.
• Identifies and communicates divisional needs.
• Works collaboratively in a matrixed & large academic medical center.
• Provides staff feedback on performance improvement opportunities.
• In conjunction with the Development Office and Division's Director work closely with philanthropic organizations to raise research funds for the Division.
• Demonstrates a professional attitude to all levels of leadership, staff and the community.
• Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience, plus four years of related experience.

Preferred Qualifications

• Master's Degree.
• Dermatopathology / Pathology management experience.
• Demonstrated strategic and innovative thinking, business implementation.
• Proven track record of process improvement.

Other Requirements

• Financial/budgetary experience, including budget development and management.
• Energetic contributor and willing learner.
• Ability to prioritize tasks in a thoughtful manner.
• Organized and detail-oriented with strong physician relations skills.
• Ability to effectively navigate and communicate with all levels of cross-functional leadership.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.