Senior Business Manager (Department Administrator) - Pediatrics and Radiology

City of Hope

Duarte, CA

Job posting number: #7098788 (Ref:10016341)

Posted: April 27, 2022

Application Deadline: Open Until Filled

Job Description

About City of Hope

City of Hope is an independent biomedical research and treatment organization for cancer, diabetes and other life-threatening diseases.

Founded in 1913, City of Hope is a leader in bone marrow transplantation and immunotherapy such as CAR T cell therapy. City of Hope’s translational research and personalized treatment protocols advance care throughout the world. Human synthetic insulin, monoclonal antibodies and numerous breakthrough cancer drugs are based on technology developed at the institution.  AccessHope™, a subsidiary launched in 2019 serves employers and their health care partners by providing access to City of Hope’s specialized cancer expertise.

A National Cancer Institute-designated comprehensive cancer center and a founding member of the National Comprehensive Cancer Network, City of Hope is ranked among the nation’s “Best Hospitals” in cancer by U.S. News & World Report and received Magnet Recognition from the American Nurses Credentialing Center. Its main campus is located near Los Angeles, with additional locations throughout Southern California and in Arizona.

City of Hope’s commitment to Diversity, Equity and Inclusion

We believe diversity, equity and inclusion is key in serving our mission to provide compassionate patient care, drive innovative discovery, and advance vital education focused on eliminating cancer and diabetes in all of our communities.  Our commitment to Diversity, Equity and Inclusion ensures we bring the full range of skills, perspectives, cultural backgrounds and experiences to our work -- and that our teams align with the people we serve in order to build trust and understanding.  We are dedicated to fostering a community that embraces diversity - in ideas, backgrounds and perspectives; this is reflected in our work and represented in our people.

Position Summary

The Department Administrator is responsible for the operational and financial performance of specified departments(s), across multiple divisions and sites.  This senior position manages departmental personnel and financial resources, leads the development and maintenance of annual budgets, shares accountability for financial performance, coordinates facility activities, and leads departmental academic initiatives and programs on behalf of the Department Chair and Executive Team.  The position is dedicated to improving departmental performance and patient experience, maximizing operational efficiencies and improving financial results through partnership with physicians, administration and nursing.  The Department Administrator develops and implements process improvement plans, coordinates and manages key initiatives within the department and monitors and drives key performance indicators.  Collaborates with Nursing, Ancillary, Service Line and Patient Access leadership to ensure efficient operations and growth with the department(s) and executes plans to improve productivity, capacity/utilization, resource management, and patient experience.  Independently exercises discretionary powers to make difficult decisions and solve managerial and/or operational problems.

Key Responsibilities include:

Operations

  • Manage day-to-day operations of assigned department(s) through departmental personnel. 
  • Serve as lead for the department(s) on all administrative matters including facilities, IT initiatives, physician relations, recruitment, budget preparation and monitoring, and other resource needs.
  • Develop, gather, analyze and report key metrics in partnership with clinical service line leadership team, academic leadership and foundation leadership.
  • Project manage key initiatives within department including developing project plan, milestones, and metrics.
  • Organize and lead regular departmental meetings to ensure alignment among members and achievement of goals and objectives set by leadership.
  • Oversee implementation of Medical Center’s annual routine capital plan.
  • Lead mid to large scale projects to performance improvements related to patient access, experience, throughput/capacity, quality, and expense management.
  • Responsible for coordination of facilities and space planning for the department (overall allocation, new recruits and installs, relocations, remodels, renovations, etc.)
  • Oversee contracts within the department including identification of need, negotiations, execution, and ongoing monitoring of performance.
  • Serve as liaison to support departments such as Finance/Decision Support, Legal, Quality, Hospital Administration, Facilities, ITS, Contract Management, Supply Chain, and Transformation Office.
  • Oversee training to departmental administrative staff on a regular basis regarding business administration.
  • Meet regularly with faculty to advise them on issues including, but not limited to, financial planning, clinical productivity, recruiting, and academic activities. 
  • Work with the faculty to provide adequate staff support to ensure administrative needs are provided throughout the divisions/departments.
  • Meet regularly with BD to discuss department matters and operational issues and develop plans to further the goals of the Organization.
  • Direct staff work and assist staff by answering questions and cascading down changes in COH procedures.

Financial Management

  • Review and approve financial reports and analyses for all budgets and expenses for general monthly reporting.
  • Lead and develop departmental budgets using data and providing projections and recommendations.
  • Oversee and approve Labor and Non-Labor Cost Transfers  
  • Partner with finance business managers to meet with faculty on a regular basis to update on status of financial reporting, financial issues and resolutions, budgetary planning, monitoring and controls.
  • Review and approve purchase requisitions, check requests, reimbursements, travel authorizations and business expense reports
  • Implement the resolution of budget variances.
  • Resolve discrepancies within the institution regarding budgets, reimbursements, invoices, etc. in coordination with various central offices.
  • Oversee departmental contract management functions, including contract workflow, new agreements and amendments.
  • In collaboration with the department leadership team, implement long-range financial plans, analyses, and recommends adjustments where appropriate.

Human Resources & Faculty Affairs

  • Responsible for personnel actions for department staff and/or faculty as requested, including but not limited to:
  • Initiate internal hiring processes, recruitment, and onboarding of faculty and non-faculty.
  • NES onboarding (visa requests, English proficiency evaluations, AccessNet, login ID, Outlook, etc.)
  • Organize, develop, and direct new employee departmental orientation
  • Performance review processes (establishing staff performance standards and monitoring progress toward meeting overall objectives, developing individual staff objectives, facilitate annual review process)
  • Lead regular meetings with staff to review workload productivity, current events, problems and potential areas of concern.
  • Manage administrative front line supervisors and staff.
  • Oversee administrative/HR of departmental staff; identify staff development and training needs and opportunities for staff to grow professionally.
  • Coordinate logistics (postings, etc.) for employee recruitment.
  • Oversee academic/training programs (fellowships, international visitors etc.).
  • Oversee faculty appointment and promotion activities.
  • Serve as liaison with area supervisors.

Decision Support and Analytics

  • Proactively analyze metrics and data to present recommendations to improve operations and patient experience.
  • Gather, analyze, and validate data at department, division and individual faculty level.
  • Develop, monitor and disseminate departmental performance dashboards.
  • Develop business justification for new programs, positions, and equipment.
  • Monitor labor productivity and compare to external benchmarks.
  • Evaluate trends and opportunities regarding utilization and capacity.

Departmental Administration

  • Lead department business activities, including but not limited to: purchasing, facilities, travel, and reporting required by the institution.
  • Serve as lead in areas of building and equipment safety and maintenance and other services.
  • Oversee lab safety training, lab coat services, and other general lab support.
  • Maintain working relationship with central departments through daily interactions.
  • Coach and mentor analysts and administrative staff. 
  • Serve on committees as requested.

Basic education, experience and skills required for consideration:

  • Bachelor’s Degree or equivalent experience
  • Minimum of 5 years business management experience in an academic research or healthcare environment.
  • Demonstrated experience in budget development, personnel management, grant management and space planning. 

Preferred Certification/Licensure:

  • Lean Green Belt Certification

Preferred education experience and skills:

  • Master’s Degree (MBA, MHA, MPH, MA)
  • Large academic health system, process improvement, high level project management, data reporting and analyses

Additional Information:

  • As a condition of employment, City of Hope requires staff to comply with all state and federal vaccination mandates.

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.



City of Hope is a community of people characterized by our diversity of thought, background and approach, but tied together by our commitment to care for and cure those with cancer and other life-threatening diseases. The innovation that our diversity produces in the areas of research, treatment, philanthropy and education has made us national leaders in this fight. Our unique and diverse workforce provides us the ability to understand our patients' needs, deliver compassionate care and continue the quest for a cure for life-threatening diseases. At City of Hope, diversity and inclusion is a core value at the heart of our mission. We strive to create an inclusive workplace environment that engages all of our employees and provides them with opportunities to develop and grow, both personally and professionally. Each day brings an opportunity to strengthen our work, leverage our different perspectives and improve our patients’ experiences by learning from others. Diversity and inclusion is about much more than policies and campaigns. It is an integral part of who we are as an institution, how we operate and how we see our future.


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