Vice Chair of Administration (Department Administrator)

Department Overview

The OHSU Knight Cancer Institute, known as one of the pioneers in personalized cancer medicine, is an international leader in research and cancer treatment. Driven by its mission to end cancer as we know it, the institute is building upon its expertise in targeted treatments to advance the early detection of cancer when the disease is most treatable.

The Department of Hematology & Medical Oncology currently has over 110 faculty and is comprised of programs in general hematology, solid tumor oncology, bone marrow transplant & cellular therapy, hematological malignancies, and palliative medicine.

The Department of Hematology & Medical Oncology aims to provide outstanding patient care, ensure access to high-quality clinical and translational clinical trials, and integrate basic research. It has grown significantly over the past decade and is projected to continue growing significantly.

Located in beautiful Portland, Oregon, OHSU offers a highly collaborative atmosphere within a comprehensive healthcare-focused university with particular expertise in cancer, neurosciences, and cardiovascular medicine. Portland is consistently ranked as one of the most desirable places to live, with easy access to a vibrant city, outdoor activities, and a world-renowned food scene.

Function/Duties of Position

The Vice Chair of Administration (VCA) for the Department of Hematology and Medical Oncology at the Knight Cancer Institute is responsible for planning and organizing the Departments financial affairs, including business development, and for administering its clinical, educational and research programs. Serving as the chief business officer for the Department, the VCA will oversee all aspects of financial performance, administration and business operations, mission and strategy, faculty recruitment and retention, and employee hiring and engagement. In collaboration with the Department Chair, the VCA sets goals and objectives for the Department and manages its relationship with the university, affiliated hospitals and health systems, and other external entities.

Key responsibilities include:

General Department Administration

• Provides leadership and direction through Department leaders. This is a large-sized Department with union-represented staff, faculty, and unclassified staff.
• Provides extensive leadership in multiple areas that have depth and complexity, with significant institutional span.
• Requires broad knowledge and expertise in principles, practices and theories across multiple disciplines in addition to experience in leading a team, project or program.
• Develops programs or initiatives that meet major department objectives. Manages a department that has direct oversight of programs spanning all three missions of the School of Medicine (Clinical, Research and Education).
• Addresses complex operational and strategic challenges where new solutions need to be devised based on limited information or prior precedent.
• Responsible for a department with oversight of clinical operations, training programs, and management of clinical revenue cycle.
• Sets strategic vision for areas within organizational context within Knight Cancer Institute.
• Decisions determine overall success or failure of areas of accountability and external partners.
• Develops and manages interpersonal relationships to influence senior leadership decisions within Department and, at times, across the university.
• Negotiates change and compromise with multiple levels of stakeholders across the university.

Financial Management and Business Planning

• Manages the Departments financial relationships with the affiliated hospitals/other external groups.
• Assists with preparation of financial forecasts, identifies and analyzes financial problems and recommends solutions.
• Analyzes, prepares and makes recommendations on business aspects of proposals for new clinical, research and teaching programs (including financial feasibility, financial projections, effects on facilities and equipment, staffing implications, impact on Department administrative and management structure).
• Annually updates the Departments comprehensive, multi-year business plan in alignment with strategic and long-range Department plans.
• Develops and presents to the Department faculty and the Deans Office (when asked) the annual consolidated budget incorporating all components of Department resources (general fund, contracts and grants, fellowships, gifts, and other restricted and unrestricted funds).
• Monitors, reports and explains budget variances; addresses variances and presents alternatives for achieving goals.
• Meets fiduciary responsibility for financial controls and complies with all audit requirements.
• Negotiates (with Department chair or as his/her delegate) with external entities to maximize financial resources.

Strategic Planning

• Assists with the formulation of strategic plans for the Department; establishes business and administrative plans and goals that support the Departments and the SoMs academic, research and clinical programs, activities and services.
• Builds credible and lasting relationships with all internal partners and external constituents, including affiliated institutions, medical groups and contracting entities.
• Partners with Legal to create, revise and implement operational plans for outside professional services contracts.
• Assists/advises the Department Chair and, when necessary, represents the Department Chair as an advocate of the Departments needs and goals in budget, space or other negotiations with management and committees at the college or university level, as well as with external organizations.
• Supports decision-making by providing information regarding trends in research, teaching, or clinical practice; performing feasibility studies, cost and revenue analyses and projections; determining impacts on staffing, space, facilities and administrative structure.

Research Management

• Supports research-related financial activities to assure compliance with university and funding agency regulations.
• Assists PIs with grant management and forecasting, as necessary.
• Assists finance / grants accounting staff in communications with PIs when expense reallocation must occur.
• Maintains strong working relationship with Knight Finance and the Research Office and Contracts and Grants office to expedite processing of information.

Clinical Management

• In partnership with other peers, manages the clinical operations of the Department, including accounts payable and receivable.
• On a regular basis prepares and presents management reports that monitor all aspects of the Departments faculty practice, e.g. billing, collection, productivity that will enable the department to set improvement goals, minimize expenses and maximize revenue.
• Works with administration to evaluate managed care opportunities, negotiate and manage third party, managed care, medical service agreements.
• Monitors reports on the professional revenue cycle including charge capture, accounts receivable management, billing compliance and other related activities.
• Monitors for billing compliance and key performance metrics. Reviews documentation and trains on billing practices when appropriate.
• Provides guidance and education to faculty and staff concerning financial and administrative operations of an academic department; assures that all faculty and staff participate in required compliance or other training.

Education (Academic) Management

• Works with the Department chair and the Deans Office regarding resources available or needed to support students and education programs. Oversees management of student, fellow and residency related activities. Oversees graduate program administration.
• Oversees department-specific educational programs such as Grand Rounds, CME programs, etc.
• Provides guidance and education to faculty and staff concerning financial and administrative operations of an academic Department assures that all faculty and staff participate in required compliance or other training.

Department Management (Staff)

• Leads Department strategic planning for staffing; oversees management of Department administrative staff.
• Determines the appropriate organizational structure and mix of staff to maximize operations and minimize expenses.
• Facilitates fulfillment of staffing needs (eg, define position, prepare job descriptions and staffing requests if needed); coordinates employment, orientation and termination activities.
• In cooperation with others, monitors staff performance; coaches, motivates, develops and takes corrective action as needed; ensures annual staff evaluations are completed on time and that job descriptions are kept up to date.
• Serves as a resource to assist in the resolution of employee relations issues and addresses/resolves staff problems and concerns in consultation with Human Resources.
• Ensures staff receive necessary training in order to optimize performance of essential job functions; recommends, arranges for and/or provides training, coaching and developmental activities
• Assures adherence to all university human resources policies and procedures.

Faculty Affairs Management

• Provides guidance to the Department chair as well as analyses, financial projections and other information to support recruitment and retention of faculty, including evaluation and assessment of need for faculty and program administrative and business support
• Participates in the faculty recruitment process and works with the Department chair and the Deans Office to identify available resources to support faculty position requests including research start-up packages, space, etc. This includes supporting search-related activity, candidate negotiations, structuring of term sheets, offer letters, etc.
• Works with the Department Chair and the Deans Office to identify available resources to support ongoing faculty interests and needs.
• Manages the faculty salary and bonus programs, utilizing compensation strategies that comply with and further the mission of the department, the college and the university; advises on starting salaries; provides Department Chair with appropriate information to maintain academic salary equity through the raise process.
• Oversees support of the Department reappointment, promotion and tenure activities for employed and no-pay faculty; facilitate faculty affairs activities including appointments, promotions, sabbaticals.
• Monitors the annual faculty review process.

Operations Management

• Reviews and analyzes requests for space including financial impact, cost benefits, trade-offs and long-range implications; recommends space allocation or reallocation to the Department chair in compliance with Department and university space policies and procedures.
• Oversees the maintenance of current department space inventories and reports changes in space allocation to the Deans Office.
• Responds to requests for the universitys annual space planning and alterations/improvement funds process.
• Represents the Department in all aspects related to moves and renovations; coordinate faculty and staff moves to new or interim locations.
• Coordinates and resolves access issues for shared facilities.
• Ensures that all faculty and staff are informed of university acceptable use policies.

Required Qualifications

Education & Experience:

Bachelor's degree or equivalent

10 years of progressive leadership experience, including 6 years in administration of a health care organization or clinical department administrator

Knowledge, skills, and abilities:

Deep knowledge within a specialized field and general knowledge of several related disciplines.

Broad knowledge of modern healthcare and business administration, systems, practices and principles.

Knowledge of sound financial management practices, budget development, and analysis as applied to modern healthcare financial management.

Very strong communication, negotiation, and interpersonal skills to interact with internal and external stakeholders effectively.

Advanced quantitative knowledge necessary to analyze data and make informed decisions.

Effective managerial and administrative capabilities as applied to the management of multiple programs and clinics.

Effective organizational, planning, controlling, and project management abilities to include:

• Effective leadership abilities
• Proven track record of initiating change and innovation
• Strategic thinking, planning and problem solving
• Developing goals and priorities for large healthcare organizations

Conducts self in a positive and professional manner.

Ability to function in a fast paced and changing environment with multiple priorities and objectives.

Every Knight Cancer employee is expected to embody our guiding principles:

• We act BOLDLYBreakthroughs require pushing the boundaries of science, exploring new frontiers, and thinking differently
• We SUPPORT each otherRespect leads to trust, which leads to excellence
• We work as a CONNECTED teamWe must leverage our collective brain power to conquer cancer because no one individual can do it alone

Preferred Qualifications

Advanced Degree

Masters Degree in healthcare administration or business administration strongly preferred.

Additional Details

Apply online. Please be sure to upload a Cover Letter and Resume/CV.

We offer a variety of benefits on top of joining a thriving organization:

• Medical, dental and vision coverage at no or low cost to employees
  • Covered 100% for full-time employees and 88% for dependents
• Several retirement plans to choose from with contributions from OHSU
• 25 days a year of paid time off
• 8 days of sick time off
• Commuter subsidies
• Tuition reimbursement
• Access to group life insurance, disability insurance and other supplemental benefits
• Annual Merit Increase
• Growth/Development Opportunities
• Employee discounts to local and major businesses

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Why apply to OHSU? We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact ...