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The Associate Director & Chief of Finance (AD) for the Department of Anesthesiology and Pain Medicine (APM), reports directly to the APM Department Director and has major administrative responsibilities within the Department. With delegated authority, this position serves in the place of the APM Director in their absence and acts on their behalf at selected University, School of Medicine and Department meetings. The AD makes commitments that have substantial effect on the department operations and finances. This individual directly supervises the Program Financial Manager, leads Departmental programs and provides senior level leadership for divisional administrators.
The Associate Director’s duties fall into five broad categories:
Senior Leader for Departmental Financial Operations, Processes and Policies (30%);
Administration of Finance Administrative Unit (25%);
Strategic, Operational and Tactical Planning (25%);
Senior Advisor and Coach to Department Management Team (10%);
Acting in Temporary Senior Administrative Roles and Senior Project Manager (10%)
While there are certain fixed aspects of the Associate Director position, some parts of the duties evolve and change depending upon the needs of the Department. There is a strong emphasis on flexibility within this role, since this individual must be able to quickly turn their attention and expertise to various aspects of the Department; oversee and manage temporarily and/or recommend and make changes to operations, tactics or strategy. The AD must have superior skill in complex financial and clinical operational management. They must see the big picture and be able to think and plan strategically while at the same time providing leadership and oversight for implementing and operationalizing tactics. The AD must have sufficient expertise and credibility in financial and clinical operations to provide solid advice and counsel to the Director, Faculty and other Senior Leadership.
The Department of Anesthesiology and Pain Medicine (APM) has 103 full-time clinical and research faculty members, 82 residents, 33 fellows and visiting scientists, approximately 200 staff members, and 113 affiliated clinical faculty members. The Research program in APM is large and comprises three big Centers as well as other labs and areas of research. The three large centers are the Mitochondrial and Metabolism Center (MMC); the Center for the study of Neurobiology of Addiction, Pain and Emotion (NAPE); and the Harborview Injury Research Prevention Center (HIPRC). Research funding from both government and private foundations is substantial.
The Department has eight divisions including Cardiothoracic Anesthesia; HMC Trauma; Pediatric Anesthesia; Plastic & Reconstructive Anesthesia; Transplantation; Vascular Anesthesia; and VA Puget Sound Health Care System Anesthesia. Pain Medicine is a specialty within the Department and provides care within all the Divisions as well as other areas of UW Medicine.
The department spreads over UWMC-Montlake, UWMC-Northwest: Seattle Children’s Hospital; Harborview Medical Center; Veteran's Affairs Puget Sound Health Care System; the Seattle Cancer Care Alliance; and UW Eastside Specialty Center.
There is a high degree of collaboration with other departments and schools within the University, all of which require expert administrative management.
POSITION RESPONSIBILITIES Senior Leader of Departmental Financial Operations Processes and Policies = 30% The Associate Director has responsibility for financial, specified infrastructure, and other specified operations processes of the Department, including those that may reside within the purview of Divisions. AD has delegated authority for directing division administrators in this work. This position functions as senior advisor to the Director and Chair in establishing and implementing financial and relevant administrative processes and policies. To succeed in this endeavor, this position requires a thorough and in-depth knowledge of the department’s operations, funding sources, policies and regulations of the UW Medicine, University, State, and Federal and industry agencies.
Oversee the preparation of the annual budgeting process and tools for all budgets;
Oversee the department’s centralized support operations, which encompass planning, budgeting, and accounting functions; purchasing/travel; space, equipment and insurance inventory.
Track and oversee execution of departmental Chairman Commitments; institutional program and faculty support, clinical services contracts and funding allocations.
Manage the transfer of research projects from other institutions as necessary;
Develop and oversee implementation of appropriate internal financial and other controls;
Advise Director and Chair on fiscal and other compliance issues to implement or remain compliant with policies and procedures with the University, federal and state governments as well as various research sponsors.
Develop, oversee, prepare and interpret policies and regulations concerning the department’s fiscal activities;
Oversee preparation of all regular and special financial analyses and reports for the Chair, Director, department faculty, Dean’s office and various administrative offices;
Establish and maintain the Department's account management information and procedures;
Assist Director and Assistant Director of Research in negotiations with federal contract officers and other sponsoring agencies/foundations.
Administration of Department Finance Business Unit = 25% This position is responsible for providing oversight, direction and leadership of all the business/administrative operations in Department Finance; Finance Operations Personnel Management:
Oversight of all Finance personnel with fiscal personnel reporting to a Finance Manager. Oversee and collaborate with Finance Manager to determine staffing requirements and appropriate job classifications for the departmental finance and ensure that positions in this area are filled and compensated appropriately;
Ensure that Finance Manager has tools and support to create a strong, well-managed team for whom there are avenues to grow professionally.
As leader of this group, emphasize a culture of inclusion and excellence. Work to build an excellence focused team with esprit d corps; promote an energetic, professionally rewarding and healthy working environment
AD must have deep understanding of HR leadership concepts, tools, measurements and monitoring systems that support staff in professional development and engagement;
Oversee and ensure all HR activities in areas are well managed, including reclassifications, appropriate compensation changes requested and made; performance feedback and evaluations are accomplished in a timely, professional and compliant manner.
Oversee and ensure that employee relations issues in areas of responsibility are dealt with promptly and with appropriate collaboration with HR;
Provide regular reports of the overall department business/administrative operations and projects to the Senior Executive Committee and department faculty leadership;
Articulate and model appropriate workplace behavior;
Departmental Strategic, Operational and Tactical Planning = 25%
This position functions as the senior associate to the Department Director and works closely with the Director and other members of the senior leadership team to develop, implement and maintain tactical plans that support the triad mission of UW Medicine.
Assist Director with strategic operational and tactical planning for the Department;
Provide advice to the Director and department management team on department proposals for expanding existing services or undertaking new projects.
Prepare business analyses and proposals for new programs, and for changes to existing programs;
Represent the department on UW Medicine, University and external organization committees and issues and function with delegated authority as the Department Director in the Director’s absence (including interactions with Chair and faculty leadership);
Oversee implementation of policies and procedures and changes within the department.
Oversight of Department Facility Planning/Management:
Lead efforts to assess facility needs for all Department business units at multiple sites;
Plan for meeting the facility needs;
Determine funding and assure allocation of funding for facilities projects
Develop facility plans for upgrades and renovations;
Oversee the process and manage facility project individuals for any major renovations.
Oversee maintenance and management of the department equipment inventory system; ensuring that all policies and procedures are implemented and acquiring appropriate levels of property insurance
Senior Advisor and Coach to Management Team = 10%
This position is the acknowledged expert in the Department for all financial and other operational processes. They must have a solid working knowledge of rules of accounting, financial reporting and UW systems for financial reporting as well as grant and contract management. In addition, they must be expert in their knowledge of compliance rules and issues around financial and research activity.
Orient new Divisional Administrators to Departmental financial and operational policies;
Ensure that Divisional Administrators are appropriately trained and mentored in financial budgeting and financial reporting processes and procedures;
Know and maintain knowledge of policies and procedures within and outside the University, ensuring knowledge, understanding and compliance by department management of rules and regulations;
Lead department management team in bi-monthly informational, training, operational and tactical implementation meetings;
Actively participate in all Department Compliance Oversight efforts;
Acting in Temporary Senior Administrative Roles and Senior Project Manager = 10%
As requested by Director, Associate Director will fill senior administrative assignments on a temporary basis. The ability to do temporary assignments is associated with flexibility, thorough knowledge of the Department and University, and credibility with faculty and staff throughout the Department
Act as temporary administrator in a Division as search is conducted for new administrator;
Lead efforts to review and reorganize business units;
Oversee business units on a temporary basis;
Lead Project Teams to determine new business processes and improvement to current business processes that support the Department’s triad mission.
REQUIRED QUALIFICATIONS Education: Master’s degree in Business Administration, Health Care Administration or other related field. Type and Years of Experience: 5-7 years’ progressively more responsible positions in the management of personnel and financial management, preferably in a public, federally sponsored research-based setting.; Minimum of 5 years’ experience at a middle management level or higher;
OTHER REQUIRED QUALIFICATIONS
Experience supervising teams;
Solid working knowledge of GAAP and Fund Balance Accounting methodology;
Ability to perform sophisticated financial analyses using financial management general ledger database systems, excel and access database software, or similar software tools;
Demonstrated experience in business planning, financial analysis, and/or strategic planning;
Solid working knowledge of federal and industry sponsored research grant administration.
Proven leadership skills that effectively addresses complex and sensitive administrative issues, and clearly establishes and maintains credibility with peers, subordinates, customers and superiors
Demonstrated superior interpersonal, written and verbal communication skills
High degree of attention to detail, requiring minimal direction.
Critical thinking, superior administrative judgment, with ability to multitask and to manage competing priorities
Experience in an academic medical setting, preferably a large clinical department.
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
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