Department Administrator

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation's top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It's located in one of the world's safest and most economically vibrant communities and is Orange County's second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

Through excellence and leadership in patient care, education and research, the Department of Plastic Surgery will provide its patients with the absolute best in innovative care; its residents with a superb curriculum based on educational and operative training experience; and its faculty with every opportunity to excel clinically while teaching and pursuing research both a basic and clinical nature.

The Department Administrator (DA) for the Department of Plastic Surgery reports to the Department Chair with a dotted line to the Associate Dean of Administration & Finance. With minimal supervision, the DA is directly responsible for all administrative operations encompassed within the department's tripartite mission of Discover, Teach and Heal. In partnership with the Chair and faculty leadership, the DA is responsible for developing short and long-range planning of administrative and financial goals and objectives. The DA coordinates and implements all department functions and carries out strategic support initiatives and other special projects as directed by the Chair.

The DA serves in an advisory capacity to the Department Chair on all matters related to the department's business operations, taking initiative to develop administrative policy as required and works close with the Chair to facilitate effective decision-making processes.

The DA serves as the main point of contact with the department for non-medical issues and serves as a liaison with other departments, the School of Medicine Dean's Office, Medical Center Offices as well as other campus offices and organizations and as administrative liaison for affiliated hospitals and external agencies.

Administrative responsibilities of the DA include: human resources management of approximately 7 staff, 14 clinical faculty, 1 research faculty, 15 volunteer faculty; strategic planning; annual preparation and financial management of $11.2 million budget with annual expenses in the amount of $11.0 Million with an additional 1,500,000 in Contracts and Grants; extramural and industrial relations; contracts and grants, management of clinical integration funds flow from the Faculty Practice and UCI Health; affiliation agreements residency program administration consisting of 24 residents and 4 fellows; equipment resources and planning; Information Technology; marketing and fundraising as well as regulatory compliance and policies related to administrative activities.

Required:

• Demonstrated ability, using critical thinking skills, to effectively lead, manage, supervise and strategically plan administrative and fiscal operations
• Advanced management/leadership experience in an academic healthcare environment
• Demonstrated leadership skills to direct and motivate staff
• Demonstrated ability to effectively administer and manage complex department operations and programs based on analysis, judgment and knowledge of applicable government, institutional and other policies and regulations in an academic environment.
• Management experience in a multi-programmatic and multidisciplinary work environment involving areas such as research, teaching, and patient care
• Experience managing and/or supervising multidisciplinary technical and professional staff
• Must possess excellent interpersonal and diplomacy skills, and the ability to build collaborative relationships at all levels with proven ability to exhibit tact and diplomacy in sensitive situations
• Experience in effectively managing human resources problems particularly involving employee relations issues
• Experience performing space allocations, managing facilities and renovations or capital projects
• Must have innovative problem solving and troubleshooting skills with ability to make sound recommendations
• Experience in navigating in a large, complex organization with an understanding of the big picture; how the parts fit together and how to get the information necessary to resolve problems and trouble shoot
• Excellent written and verbal communications skills necessary to communicate complex material
• Strong organizational skills and the ability to independently establish and set conflicting priorities
• Skill to write formal reports, preparation of business plans, pro formas, presentations, correspondence and other written material using proper English, grammar and punctuation
• Demonstrated experience with financial management including budget and report preparation, analysis and forecasting across multiple funding sources from affiliation agreements, federal, state general and contract funds, grants, gifts, endowments, education and professional fee revenue.
• Experience in conducting long and short range financial planning
• Experience effectively developing and managing clinical budgets and interpreting and summarizing clinical FTE, revenue and productivity data
• Experience in establishing and maintaining complex financial control and reporting systems
• Experience with online accounting systems
• Experience in contract and grant administration management
• Knowledge of cost accounting standards for Contracts and Grants
• Contracts and Grants experience with pre-award, submission and post award processes
• Knowledge of federal, state and privately sponsored contracts and grants
• Experience working with Professional fee billing, monitoring professional fee revenue and billing policies and procedures
• Experience with clinical operations in order to maximize charge capture and professional fee collections
• Knowledge and familiarity with third party reimbursement guidelines as these apply to professional fee billing for physicians
• CMS regulations as they apply to training hospitals
• Working knowledge and experience with computerized information systems and personnel computing operations
• BA/BS or advanced degree in Public Administration, Healthcare Administration Business, Human Resources, or related discipline, or equivalent combination of education/experience
• A minimum of 3 years of experience in providing advanced management/leadership in an academic healthcare or clinical environment, preferably in a higher education institution.

Preferred:

• The ability to read and comprehend complex research protocols
• Experience with UC Academic personnel titles, series and rank as it relates to merit and promotion policies and procedures
• Experience with UC Accounting, payroll and purchasing processes, procedures and systems
• Experience in the development and management/administration of a medical school department or similar clinical environment
• Experience working in a health care setting
• Experience with current health care credentialing and ability to interpret new policies for Medicare, Medi-Cal and other third party carriers
• Familiarity with service agreements and medical group reimbursement policies
• UC Staff personnel policies, procedures and programs
• Experience with UC Academic personnel policies and procedures including faculty recruitment
• Experience with UC Staff personnel policies and procedures
• Experience with medical practice management and oversight of faculty practice
• Experience with JCAHO requirements
• Experience with UC Corporate Compliance policies
• Experience with UC HIPAA compliance

Total Compensation

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits.

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy.

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or eec@uci.edu.