Director, Business Operations (Medical Education)
Job location: Miami, FL
Employment Type: Full-time
Posted data: 2021-02-16
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CORE JOB SUMMARY
This position provides high level support to the Executive Dean and the Chair of the Department of Medical Education (DOME) and requires comprehensive knowledge of the overall departmental function. Serves as liaison between administrators, faculty and leadership, regarding the department, climate, employee well-being, project updates, proposals, and planning. In addition, this position administers and directs all human resource functions in conjunction with Human Resources and Faculty Affairs for DOME faculty which includes but is not limited to faculty onboarding, recruitment and retention, and providing expert advice regarding policies and procedures. Oversight of the Regional Medical Campus. Serves as the administrative point of contact for all administrative and business functions related to the DOME and the Regional Medical Campus.
CORE JOB FUNCTIONS
Regional Medical Campus Responsibilities
- Oversight of the Miller School of Medicine Regional Medical Campus. List of duties for this campus is included on Appendix A.
Executive Dean/Chair Responsibilities
- Organize and prioritize critical issues and required information for the Executive Dean to facilitate efficient decision making.
- Provide oversight and guidance to projects of high importance and act as an advisor to the Executive Dean.
- Proactively address challenges in the internal and external environment to protect business and academic interests.
- Drafts correspondence for review and dissemination, including letters of reference, support and recommendation, etc.
- Assists with tasks related to research – documentation for research projects, i.e. IRB protocol submissions, etc.
- Develop and maintain positive relationships with key stakeholders, including external entities
- Preparation of reports and special projects as assigned.
- Direct faculty onboarding for DOME and oversee process with affiliated hospitals.
- Manages the process for DOME faculty Performance Evaluations.
- Recommends, implements and oversees DOME faculty salary, performance and incentive systems under the direction of the chair and within institutional guidelines.
- Manages the process for DOME faculty to be in compliance with OSHA and HIPAA as required by Faculty Affairs
- Prepares offer letters and other documentation for DOME faculty appointments and business justifications for all transactions.
- Processes physician contracts with numerous hospitals and physician offices across two counties.
- Interpret, develop, and/or disseminate policies related to academic faculty issues such as discipline, recruitment, leaves of absence, immigration, faculty evaluations including retention, tenure, and promotion. Provides expert advice regarding these issues to the Executive Dean and faculty after consultation with HR and OFA.
- Directs the day-to-day operations and management of DOME faculty, including work related activities such as faculty relations, benefit administration, and compensation
- Assists DOME faculty with obtaining and renewing credentialing and privileges.
- Represents DOME on faculty matters in interactions related to the University and Faculty Affairs.
Faculty Appointment, Promotion and Tenure
- Directs appointment, promotion and tenure process for DOME faculty. Maintains records on promotion/tenure and post tenure review.
- Provides confidential materials for use in the discussion of each faculty appointment. Prepares all relevant correspondence.
- Direct the maintenance of the faculty appointment database for DOME faculty across multiple hospitals. Directly responsible for tracking when reappointments, promotions, terminations, etc. are due.
Bachelor’s Degree in relevant field, Master’s preferred.
Certification and Licensing:
Minimum of five years of progressive experience in an academic setting.
Knowledge, Skills and Attitudes:
- Commitment to the University’s core values
- Outstanding human relations, communication and leadership skills, and the ability to function in a team environment as well as independently required
- Ability to recognize, analyze and solve a variety of problems
- Ability to manage a budget and work within the constraints of that budget
- Ability to direct, manage, implement, and evaluate department operations
- Ability to process and handle confidential information with discretion
- Ability to establish department goals and objectives that support the strategic plan
- Proficiency in computer software (i.e. Microsoft Office)
REGIONAL MEDICAL CAMPUS JOB FUNCTIONS
- Manage a $1.7 million dollar operating UME budget for the Regional Medical Campus.
- Enter all budget data into Tidemark.
- Process additional invoices from the GME budget as required.
- Coordinate onboarding of all new/existing vendors on the Regional Campus.
- Provide explanation for any monthly variances to central administration and medical finance.
- Course administrator for 25 senior elective courses.
- Proctoring national board of medical examiner exams for all 3rd/4th year clinical clerkships both live and virtually. Proctor live make-up and failure exams.
- Manage the annual course description updates for all senior courses. Reaching out to numerous community partners to clarify administrative requirements and to confirm compliance by all medical students prior to each rotation.
- Manage onboarding and creation of new elective rotations.
- Manage files, create and collect all grade sheets for 4th year courses.
- Manage the Medical Education and Senior Capstone courses in blackboard.
- Assist with the coordination of visiting students to the Regional Medical Campus.
- Manage the annual student orientation process at our institution and at over 14 other hospital/clinical sites.
- Process all of our physician contracts with numerous hospitals and physician offices across two counties.
- Maintain faculty appointment database of over 300 physicians across multiple hospitals for all Undergraduate Medical Education and Graduate Medical Education programs at our Regional Campus. Directly responsible for tracking when reappointments, terminations, etc are due. Working with the various department chairs and office of faculty affairs to process.
- Preparing all (approximately 50) annual Medical Student Performance Evaluation letters for Drs. Daniel Lichtstein, Julie Belkowitz, Amy Zito, and Gauri Agarwal.
- Administrative point of contact for all community preceptors, vendors, clinic staff, chairman’s offices, and clerkship directors.
- Maintain physician and student compliance with OSHA, HIPAA, BLS, Flu Vaccines, and PPD’s.
- Coordinate the annual RMC Influenza session with Uhealth for all MD/MPH students.
- Confirm completion of student evaluations for preceptor payments.
- Invited by the prior medical school dean to be on the LCME reaccreditation committee and served to correct appointment deficiency. This will be an ongoing accreditation requirement.
- Maintain faculty credentialing at all hospitals.
- Manage the RMC Facebook page.
- Manage the medical school admission interview process on the Regional Medical Campus.
- Administrator for the Regional Campus Clinical Curriculum and Executive Curriculum Steering Committees.
- Manage all ERAS letters of recommendation for Regional Campus.
- Ordering all clerical, instructional, and other general supplies.
- Maintain department disaster communication contact list.
- Coordinate meetings and medical grand rounds.
- Serve as Course administrator for the annual ACP Maintenance of Certification course.
- Travel across three counties to fulfill all required administrative duties related to the day to day operation of our campus.
- Responsible for coordinating all events on the Regional Medical Campus.
- Serve as records administrator for permanent academic information on current and prior medical students.
- Manage collection, completion, and editing of clerkship summary narratives for all 6 required third year courses.
- Coordinate faculty journal club sessions.
- Responsible for setting up bi-monthly transitions sessions and other events.
- Support main office functions related to assisting walk-ins, answering telephones for 4 deans, responding to student inquiries, sending faxes, building maintenance requests, IT matters, etc.
- Handle all special projects assigned by Regional Dean.
- Order NBME Exams for all clerkships at the RMC and arrange payment.
- Act as an administrative assistant to Dr. Sarah Bland as needed.
- Process GME contracts for visiting rotations at outside health systems for UM employed residents in our JFK programs.
- Coordinate mask fittings and the receipt and distribution of PPE to all medical students at the Regional Medical Campus.
- Serve as administrator for the Executive Curriculum Committee.
Human Resources Duties:
- Responsible for all HR-related duties for three assigned staff. Provide direct supervision for the Program Coordinators and Assistant Registrar.
- Coordinate onboarding/training of new staff members.
This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.
The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.
UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.
Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.
The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.Job Status:Full timeEmployee Type:StaffPay Grade:c108