Chief Administrative Officer

Irvine, Orange County
Feb 20, 2014
Jobs Outside Higher Education
Businesses & Consultants
Department: Surgery
Req No.: 2014-0171
Location: UCI Medical Center - Orange

Job Summary

The Chief Administrative Officer is solely responsible to the Department Chair of Surgery for the planning, organization and oversight of financial operations, human resources, research, clinical, and teaching programs for the department with minimal direction.


The CAO is accountable for the management and supervision of all non-academic personnel. Incumbent is responsible for structuring and overseeing Departments of Surgery central business offices. Incumbent is accountable for the financial and billing operation of both Departments which include fourteen separate divisional administrative units. Responsibility includes; research, patient care units, include personnel, facilities and equipment management, and developing policies and procedures to support program needs.


The CAO has direct responsibility for administrative oversight and management of all budget development, financial analysis, revenue projection, strategic planning and cost effectiveness studies for patient care programs. Responsibilities include financial management, professional fee billing, academic and staff personnel, affiliation agreements, clinical research, educational programs and philanthropic. The CAO is responsible for directing and overseeing contract and grant acquisitions, proposals, budget preparation and monitoring funds.


Salary: Range $Commensurate with experience

Work Schedule: 8-5, M-F

Career Position.

Final candidate subject to background check.

As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.

Please attach your resume.


Click here to see the Surgery website.


View Job Description for the position requirements. 

Job Description
Job Essential Function 1
Percent of Time: 100%
Financial Management
Development of annual budget models and projecting practice revenue and related expenses for the Department of Surgery composed of the following divisions:
   Trauma/Critical Care.
   Burn Unit.
   Colon and Rectal Surgery.
   Gastrointestinal Surgery.
   Hepatobiliary Surgery.
   Transplant and Pancreas Surgery.
   Vascular Surgery.
   Cardiothoracic Surgery.
   Oncological Surgery.
   Pediatric Surgery.
   Plastic Surgery (review and oversight).
   Research Division.
   Educational Division.
   Beckman Laser Institute (review and oversight).
CAO is responsible for translating medical practice objectives into financial assumptions for short-term and/or long-term planning.  Prepare and manage budgets to achieve Departmental objectives. Prepare financial statements and conduct financial analysis. Compile, interpret and communicate financial information to various audiences, including physicians and staff in verbal and written forms for education and decision making. Analyze and control budget variances to ensure tight fiscal management. Identify and use financial software applications to facilitate the medical practice billing/collections, general ledger, cost accounting, spreadsheets and investments. Calculate business ratios and benchmarks to keep the practice solvent and competitive.  Develop and monitor policies and procedures to direct financial activities.
The administrative officer manages the departmental professional fee billing and
collection operation to maximize revenue. The responsibility includes
establishing and maintaining a system for generating and documenting charges,
review of rate structure, and assuring completeness of records. The
administrator investigates alternatives and negotiates contracts with the billing
agencies. Establishing and maintaining close and complete communication with
the agency, and monitors billing performance.
CAO is responsible for developing and implementing an Incentive Based
Compensation Plan for the Department faculty. This plan is designed to put a
portion of each faculty members salary at risk. This plan is established to reward
productive faculty members. A faculty member may receive incentive/bonus
compensation beyond the base and negotiated portion of their salary. The CAO
is responsible for monitoring the plan on a monthly basis and determing the
bonus payments based on Clinical activity (Relative Value Units (RVUs),
Teaching, Academic, Research and Administration.
The CAO is responsible for academic personnel matters pertaining to the faculty in the Departments of Surgery. Oversight and review is required of all merits, promotions, recruitments, new appointments, credentialing, and licensure requirements. Supervises the preparation and processing of faculty merit and promotions, salary and payroll processing and advises the Chairs on all faculty compensation issues.
The CAO is Responsible for the interpretation of all University regulations with respect to departmental actions and advises the Department Chairs and Faculty. The Administrative Officer, in cooperation with the Chairs of the two Departments, supervises the physician recruitment process, including advertising, search, hiring and relocation. Provides information to potential candidates, and ensures orientation of new appointees. Provides orientation of new and existing faculty to the School of Medicine compensation Plan.
The CAO oversee the administration of all volunteer faculty and their appointments, recruitments, hiring, and terminations.  
The CAO is responsible for the recruitment, selection, management and supervision of all non-academic personnel. The incumbent is responsible for the hiring, evaluating, promoting, dismissal, demotion, disciplinary action, suspension, approving merit increase, and outstanding performance. Evaluates performance of subordinate managers in all divisions and reviews performance evaluations prepared by them for their subordinates. Develops and implements staff development and training programs to establish effective employee communication systems within the department. Interprets and enforces staff personnel policies, develops departmental personnel practices and establishes performance standards. Maintains compliance with University employment regulations and employment laws.
In coordination with the Chair, the Administrative Officer is responsible for the supervision of the Residency Program, Medical Student Program, Clerkship Programs and Fellowship Programs. Assures adequate staffing and budget to support programs.
Facilitates business operations planning, conduct staffing analysis and scheduling. Establish purchasing, procurement and inventory control systems. Develop and implement facilities planning and maintenance programs. Designs space/facilities to maximize physician/staff space and time. Evaluating and implementing new technologies to facilitate reimbursement, education and physician research.
Develop strategic plans for the department and divisions. Create business plans and marketing plans and work with Business Development to promote the services of all sub-specialties.
Conduct information system needs analysis, facilitate information system procurement and installation. Assess short-term and long-term information technology needs of the Department. Plan and implement initial and ongoing training for physicians and staff.
Communicate mission/vision/values/decisions to influence the strategic direction of the Department. Lead and manage the organizational change process for practice improvement under the guidance of new chair of Surgery. Conduct needs assessment and facilitate relationship development. Facilitate physician understanding and acceptance of good business management. Facilitate staff development and teaming.
Maintain legal compliance with University structure. Maintain department history and develop record-keeping procedures. Conduct audits of at-risk financial activities. Negotiate and comply with contractual arrangements. Maintain compliance with government contractual mandates.
Leadership Skills, Professionalism, and Organizational Skills, Communication Skills.
Analytical Skills, Financial Management, Budgeting, and Projecting.
Ability to develop, implement and control budgets with multiple funding sources.
Knowledge of General Accepted Accounting Principles (GAAP).
Contract & Grant/Research Administration.
Knowledge of NIH grants and clinical trials and pharmaceutical contracts.
Familiar with Professional Fee Billing and 3rd party reimbursement guidelines.
Technical/Professional Knowledge & Skills.
Business & Clinical Operations.
Human Resource Management.
Planning & Marketing.
Information Management.
Risk Management.
Organizational Dynamics.
Professional Responsibility.
Knowledge of UCI Policies and procedures
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
Bend: Occasionally
Squat: Occasionally
Crawl: Occasionally
Climb: Occasionally
Kneel: Occasionally
Handle Objects: Constantly
Push/Pull: Frequently
Reach Above Shoulder Level: Frequently
Sit: Constantly
Stand: Frequently
Walk: Frequently
Use Fine Finger Movements: Constantly
Carry/Lift Loads up to 25 Pounds: Not Applicable
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Constantly
Write: Constantly
Perform Calculations: Constantly
Communicate Orally: Constantly
Reason and Analyze: Constantly
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Not Applicable
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Not Applicable
Gas System: Not Applicable
Other Working Conditions:
Must travel between City Tower, Medical Center and Campus.