Department Administrator - 43154-1A

Updated: Sep 27, 2022
Location: Irvine-Campus
Job Type:
Department: Plastic & Reconstruct Surgery

Job Opening ID: 43154
Reports To: Department Chair
Working Title: Department Administrator
Department: Plastic & Reconstruct Surgery
Bargaining Unit: 99
FLSA: Exempt
Payroll Job Code: 000547
Job Location: UCI Med Center-Orange
Percent of Time: 100%
Work Schedule: 8-5, M-F
Employee Class: Career
 
Position Summary:
 
Growth in Clinical Operations: With a $11 million yearly budget, the Department of Plastic Surgery at UCI has come a long distance with new leadership change in since April 2000. The most significant accomplishment was the conversion of the Division of Plastic Surgery into the only Department of Plastic Surgery within the University of California system in 2013. Nationally, there are less than 2 dozen independent Departments of Plastic Surgery in over 150 allopathic and medical schools. Over the last 22 years the Department has grown in size to 9 full time faculty, 19 residents in a fully integrated residency program, 37 volunteer faculty, 3 fellowships and expanded to multiple hospitals. In addition, we have increased our staff to 33 in 6 different sites and are now planning further hires and expansion to the New University Hospital. The Department continues to receive, if not the highest, one of the highest patient satisfaction scores. The Chair has demonstrated an ability to effectively and wisely work with other Chairs, administrative committees and with the Dean of the School of Medicine in matters of curriculum, space, support funds and FTEs. The chair has participated extensively in the workings of a school of medicine as well as becoming a part of the decision-making process. Research: Over the past 5 years the Department increased research funding by $1,062,452 with new funding totaling $351,000 last year alone. The Department's has increased its national and international reputation and continue to attract superior students, residents and post-doctoral candidates for our research efforts. Education: The Department has demonstrated educational effectiveness in assisting junior faculty members in their continuing growth as teachers and scholars, promoting submission of abstracts to scientific meetings, and encouraging national and international participation. The Department has increased our educational exposure by providing undergraduates, graduate and medical students, visiting scholars, research specialists and physicians worldwide the opportunity to learn from our diverse faculty and institution. Diversity: The Department is committed to the process of diversity, equity and inclusion and have followed and fully embraced the guidelines established by the University for hiring of faculty, staff and trainees. The department chair has established, supported and grown an equal opportunity and diversity program for faculty and staff. But more important than just following guidelines, is the development of a culture change that seeks to become incorporated in everyday practice of all aspects of the department from clinical, education to research.
 
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 5 staff, 9 clinical faculty, 1 research faculty, 26 volunteer faculty; strategic planning; annual preparation and financial management of $11 million budget that includes management of 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 19 residents and 3 American Fellowships; equipment resources and planning; Information Technology; marketing and fundraising as well as regulatory compliance and policies related to administrative activities.
 
Compensation Range:
 
$95,300.00 - $140,400.00
 
Department Website:
 
 
Required:
 
Minimum 5 years’ experience in providing advanced management/leadership in an academic healthcare or clinical environment, preferably in a higher education institution.
BA/BS or advanced degree in Public Administration, Healthcare Administration Business, Human Resources, or related discipline, or equivalent combination of education/experience.
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. Advanced management/leadership experience in an academic healthcare environment. Experience in effectively managing human resources problems particularly involving employee relations issues. Experience performing space allocations, managing facilities and renovations or capital projects. Demonstrated leadership skills to direct and motivate staff. Excellent written and verbal communications skills necessary to communicate complex material. 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. Must have innovative problem solving and troubleshooting skills with ability to make sound recommendations. Experience managing and/or supervising multidisciplinary technical and professional staff. Management experience in a multi-programmatic and multidisciplinary work environment involving areas such as research, teaching, and patient care. Demonstrated ability, using critical thinking skills, to effectively lead, manage, supervise and strategically plan administrative and fiscal operations. 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 troubleshoot.
 
Preferred:
 
Strong organizational skills and the ability to independently establish and set conflicting priorities. 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. Skill to write formal reports, preparation of business plans, pro formas, presentations, correspondence and other written material using proper English, grammar and punctuation.
 
Special Conditions Required:
 
Must pass a background check.
 
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
  • Legal Right to work in the United States
  • Vaccination Policies
  • Smoking and Tobacco Policy
  • Drug Free Environment
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, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 nondiscrimination 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 [email protected].

 

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