Director Clinical Department Administrator - Hematology and HCT
Job posting number: #7107567 (Ref:10018205)
Posted: August 9, 2022
Application Deadline: Open Until Filled
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.
The Director, Clinical Department Administrator (DCDA) is the senior administrative position in the clinical department that partners with the Department Chair, departmental and institutional leaders to set Department direction and oversee performance. Responsibilities include strategic planning and directing the business affairs of a large, complex department with multiple divisions. The DCDA is a thought leader providing administrative leadership to accomplish Department strategy, and oversees and administers programs, strategies, and initiatives designed to develop, enhance, and support the various missions of a complex clinical, research, and academic department.
In conjunction with the Chair, the DCDA sets departmental goals and objectives, ensures timely and bi-directional communication, fosters departmental engagement, as well as manages the Department’s relationship with various business areas throughout City of Hope. The DCDA is responsible directly, through middle management, or in coordination with central offices, for directing and managing the effective and compliant administrative, fiscal and resource planning, medical education, research, clinical coverage, human resource, utilization and productivity management, marketing and business planning activities of the Department in support of advancing City of Hope’s mission and vision. As the senior administrative leader in the Department, the DCDA facilitates and directs departmental strategic initiatives and continuous improvements in operating efficiencies that are aligned with enterprise strategic objectives.
Participates with the Chair, senior departmental faculty and other administrative leaders in the strategic and operational decision making as a member of the Department's leadership team. Acts independently on behalf of the Chair, serving as the primary representative of the Department to stakeholders.
Key Responsibilities include:
Directly supervise business/administrative managers, program managers, administrative supervisors and other departmental staff. Indirectly department staff through business and program managers.
Lead faculty annual review process, administer engagement activities and direct annual employee performance evaluation process. Develop performance improvement strategies and refer to HR as appropriate. Lead employee recruitment. Manage job and status changes within organizational guidelines. Assist Chair and Division Chiefs administer sensitive faculty matters, including compliance, TAR efforts, goals and expectations and leadership roles/responsibilities.
Partner with Department Chair, Clinical Finance and Research Finance to develop annual departmental budgets, monitor financial performance and prepare variance reports. Lead financial improvement strategies with Department Chair, faculty leaders and other enterprise leaders.
Develop, prepare and manage institution cost centers including areas such as expenditure control, revenue monitoring and invoicing. Assist Finance in development of annual growth projections. Financial owner on all operation cost centers. Develop long-range financial plans, analyses, and recommendations on adjustments where appropriate.
Research and Academic Leadership
In partnership with Department Chair, Research Business Operations and GME Office, ensure faculty research and academic operational, financial and human resource needs are met. Prepare annual TAR submissions and monitor faculty academic productivity against expectations. Oversee all departmental academic and educational operations including management of fellowship programs, medical student and resident rotations, and Continuing Medical Education events.
Establish and maintain close working relationship with central departments. Coach and mentor new managers on core support services. Participate on various institutional committees specifically dedicated to performance improvement and various growth initiatives as requested. Develop and maintain effective communication program ensuring timely reciprocal exchange of information between Enterprise leaders, Chair, Division Chiefs, faculty and staff.
Facilities Operation and Space Management
Manage facilities assigned to department, oversee space utilization, ensure building and equipment safety and maintenance. Facilitate space needs for departmental faculty and staff between faculty and various departments (office space, lab space, clinic, operating room space, other clinical space).
Provide Department administrative leadership to achieve strategic priorities and goals, and change initiatives. Lead or participate in the development and/or implementation of business plans for department programs and strategic initiatives. Serve as facilitator and liaison for strategic planning and business development activities between the faculty and various strategic related departments including Business Development, City of Hope Medical Foundation, Marketing, Finance and Planning.
Coordinate recruitment, on-boarding and off-boarding of faculty including preparing and presenting business cases to the Physician Recruitment Committee, interfacing with recruiter on desired candidate characteristics, preparing expectations and identifying and procuring resources for recruitments. Accountable for on-boarding activities encompassing faculty and appointment process, clinic and operating integration, staffing assignments, marketing, research support etc.
Manages all faculty schedules to ensure alignment with assigned clinical and TAR FTE. Maintain strong working relationships with COHMF and COHNMC clinical leaders to actively manage utilization of the clinics, operating rooms and other resources. Oversee and direct clinical operations within the department, including coverage plans, on-call, and quality programs. Partner with Chair to monitor trends and underlying patient experience issues and institutes programs and tactics to improve patient-provider communication. Monitor and address patient experience feedback.
Monitor inpatient and outpatient clinical volume and academic metrics on a monthly basis in conjunction with the Department Chair, Division Chiefs and Vice Chairs. Discuss volume variances with Chiefs and faculty. Identify opportunities for improvements in productivity and implement change. Lead efforts to ensure support for faculty goals and expectations.
Coordinate with legal counsel concerning legal matters impacting the assigned Department including medical malpractice issues, consultant agreements, employment agreements, event contracting, service agreements, and facility rentals. Oversee and/or assist in oversight of the implementation of enterprise and departmental policies and procedures (e.g. clinic cancellations, dictation sign-off, response to call, eCert etc.).
Basic education, experience and skills required for consideration:
- Bachelor’s Degree or combined experience/education as substitute for minimum education.
- Bachelor’s with 8+ years of directly related experience in healthcare administration and/or pathology/laboratory management including 5 years of experience in a supervisory/ managerial capacity.
- Master’s with 5+ years of directly related experience in healthcare administration including 2 years of experience in a supervisory/managerial capacity.
- Must possess knowledge of healthcare delivery systems, pathology/laboratory management, financial planning and forecasts of healthcare operations, quality and performance improvement, budget development and variance reporting, personnel management, marketing, and space and facilities management.
- Strong leadership and interpersonal skills necessary to communicate and interact with all levels of management and gain the confidence of faculty, staff, leaders, and colleagues. Demonstrated ability to handle multiple priorities, to work autonomously, and organize, coordinate and monitor project work.
Preferred education experience and skills:
- Master’s Degree (MBA, MHA, MPH)
- 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.