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Administrative and Finance Officer, Penn Genetics
(Department of Genetics; Division of Translational Medicine and Human Genetics in the Department of Medicine)
We seek an individual to serve the role of Administrative and Finance Officer to provide administrative and financial leadership for “Penn Genetics,” defined as the Department of Genetics and the Division of Translational Medicine and Human Genetics in the Department of Medicine. These entities are under the leadership of a single individual and are integrated through their activities in Genetics. The scope of this position includes administrative and financial oversight over the clinical practices in the Division, the research portfolio of the combined entities, and the educational missions of the entities. The position reports directly to the Chair/Chief of the entities, with matrixed reporting to Perelman School of Medicine (PSOM) administration and DOM administration.
The Department of Genetics is a basic science department in the PSOM that is focused on biomedical discovery and has faculty that range from basic laboratory scientists to computational biologists, all in the domain of Genetics and Genomics. The Division of Translational Medicine and Human Genetics in the Department of Medicine has a clinical practice that focuses on adults with single gene (“Mendelian”) disorders as well as adults with lipid disorders. It also has a major emphasis on research with a focus on human genetics discovery and translational medicine. The research portfolio of the combined entities comes to approximately $xxx per year and includes NIH research grants, program project grants, clinical trials, industry-sponsored research, and NIH Training grants. There are several educational programs within Penn Genetics, including a residency/fellowship in clinical genetics, a training program in genomic medicine, a training program for PhD students in genetics, and a planned master’s program.
The AFO will be directly involved with program planning and policy development related to the realization of strategic planning goals for Penn Medicine, and is responsible for ensuring that the programmatic and financial objectives are achieved. This individual will play a key leadership role within the PSOM, University of Pennsylvania Health System (UPHS), and has two separate but closely linked accountabilities:
- Management of the academic enterprise related to both the Department and the Division: oversight of sponsored programs; financial management of service center activity; preparation and monitoring of total annual operating budget including gifts, endowments, and special purpose funds; accounting; purchasing; payroll; educational programs; human resources; space; general administration; strategic financial planning; and policy development.
- Management of the clinical and related financial operations of the Division: accountable for all aspects of the Division’s clinical operations, financial, human resources, revenue cycle, communications, strategic planning, and space planning.
The AFO will oversee a management team inclusive of a research director, faculty affairs coordinator, clinical operations manager, and a program manager.
Medical Leadership – Strong collaboration and partnership with Department Chair/Division Chief to ensure departmental and divisional goals are met. Based on established creditability and trust, able to represent leadership to faculty and staff in regular meetings and daily interactions. Proactively identify faculty and staff concerns and issues, and work toward appropriate resolution.
Internal Partnerships - Work with the PSOM leadership, the Department of Medicine within The Clinical Practices of the University of Pennsylvania, University offices, department and division faculty, clinical leadership, entity leadership, affiliates and suppliers in developing programs, services and initiatives to anticipate future faculty and customer needs, build customer loyalty and generate profitable growth.
Employees - Regularly meet with PSOM and UPHS employees within “Penn Genetics” to improve communication and to build productive relationships
Employee Communication - Continuously communicate to staff the importance of patient satisfaction, quality of care, grant/policy compliance, and sound financial performance; and champions our successes and priorities for improving performance in meeting and exceeding patient, faculty and customer expectations.
Customer Relations - Spend time with patients, faculty, independent UPHS physicians, referring MDs, postdocs, students, and volunteers to understand their respective needs and expectations, to build relationships, and to gauge patient/customer satisfaction. Ensures patient and customer satisfaction through comprehensive and continuous measurement of customer satisfaction for all key customer groups.
Clinical Service Groups & Product Service Lines – Support Business Development & Affiliation and Marketing in partnering with affiliates to develop mutually beneficial clinical and operational programs.
Professional Associations & Benchmarking – Interface with industry associations as a representative of the organization to identify benchmarks
University Relations – Partner with Department Chair/Division Chief in building and enhancing positive relationships with University leadership.
Community Relations – Build productive business partnerships and relationships with the community. Promotes and participates in community activities as appropriate.
Lead the Department/Division in the development and implementation of capital and operating budgets.
Develop and participate in the analysis and evaluation of strategic business plans, feasibility studies, market assessment, marketing plans, data gathering, and presentation of written reports on prospective new clinical, research, or educational programs and opportunities for enhanced professional and diagnostic revenue.
Oversee financial modeling of research/educational programs, and clinical practice performance for cognitive and procedure-based activity
Develop and provide access to statistically valid benchmarking data
Direct multi-complex organizational and financial problem-solving as it relates to physician/faculty services productivity, reimbursement, ICD-9, CPT and HCFA coding compliance documentation and site-specific professional, technical and global fee billing
Perform impact analysis of actual or proposed changes in payment methodologies, i.e., APC, MAPS, RVU updates, fee schedules, sponsored research agreements
Oversee physician services and faculty cost analysis, focused on identifying and managing physician/faculty productivity and product management
Facilitate open sharing of physician and faculty productivity data
Oversee physician and faculty revenue generation and third party regulatory compliance through application of standardized financial counseling
Oversee pre-award and post-award grants administration including preparation of budgets and close-outs.
Financial oversight for all University fund groups and service centers/cores
Adhere to sponsor, School of Medicine and Univ. requirements. Liaise with SOM, ORS and Regulatory Affairs
Ensure compliance with federal, sponsor, and University policies and procedures
Authorize all financial transactions for the Department/Division
Prepare effort reports for faculty in accordance with University and governmental regulations and guidelines
Oversee preparation of effort reports for all University employees
Ensure accurate reporting of Research space utilization and clinical space utilization in the University space database.
Partner with Department Chair/Division Chief to establish strategic priorities and implementation plans
Provide leadership and executes operational tactics to ensure departmental and divisional initiatives are appropriate and accomplished in a timely manner
Establish strong relationships to ensure appropriate collaboration and consensus on projects
Serve as a strategic partner to Department Chair/Division Chief and able to represent the interests of the Department/Divisions in various forums
Proactively develop change management strategy for major activities and events
Oversee research operations and financial management, including research budgets, divisional grant database reporting, service centers/cores, and monitoring
Organize and support the teaching mission, GME, UME, graduate, and continuing medical education programs of the department/division
Continually assess operating procedures and takes action to assure on-going quality improvement and efficiency
Plan, monitor and manage the operations budget to insure achievement of operational and financial goals
Oversee the efficient, effective flow of materials to continuously improve the delivery of quality patient care, research/educational activities, and customer satisfaction
Ensure effective utilization of materials, staff and financial resources
Provide marketing and fund-raising/development support for the Department
Evaluate administrative infrastructure, reorganizes and reassigns responsibilities to meet objectives and to assure growth in operational and technical efficiencies
Oversee faculty academic appointments and promotions and medical staff credentialing process
Assist Department Chair/Division Chief with physician/faculty recruitment, including contract development and determination of compensation package.
Hire, train and supervise/mentor staff
Prepare annual performance evaluations for staff
Authorize hires for Department and Divisions
Maintain current position descriptions for all staff
Motivate and educates staff with respect to compliance in AA/EEO
Protect interests of employees in accordance with the governmental laws and regulations and with the policies of Human Resources at PSOM and UPHS
Patient Care Processes
(In partnership with Departments of Medicine and Pediatrics)
Ensure all Departmental patient care related processes deliver high quality and efficient care to patients and their families
Support the creation of clinical effectiveness targets, improvement plans and reporting systems to ensure the delivery of high quality, effective and efficient patient care
Ensure that teams and individuals have the clinical, information and organizational tools to serve our patients and customers effectively and efficiently
Personal Characteristics of the ideal candidate
A strategic partner who is able to connect to the vision and has passion for the advancement of Penn Genetics.
A person of integrity and accountability with a personal style that builds and nurtures relationships based on team play, trust, honesty, reliability, openness and confidence.
A leader who possesses tenacity, resilience and is able to both receive and give feedback in a constructive way.
A mentor with abilities to develop a strong departmental leadership team and engage staff in the focus on science and medicine.
An entrepreneurial perspective using creativity to identify innovative opportunities and has an understanding of the day-to-day operations details in order to execute new initiatives.
A high competence in communication, able to interact with all stakeholders expertly and effectively.
A prepared individual who runs effective meetings, has strong organizational skills and excellent follow-through.
Ability to partner in developing strategic goals and vision, and translate into operations and logistics of accomplishing those goals.
High level of enthusiasm and personal credibility, coupled with an appropriate sense of humor.
Bachelors degree required, Masters Degree preferred or equivalent work experience. 5-7 years of progressively responsible supervisory experience, preferably in an academic medicine environment
We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.
To apply for the Philadelphia-based career opportunity, send your resume via email to David.Schaaf@uphs.upenn.edu. Or to apply online go to www.PennMedicine.org/careers, click on Search Career Opportunities, search on JobID #72000 or go directly to: https://careers.peopleclick.com/careerscp/client_pennmedicine/external/en-us/gateway/viewFromLink.html?jobPostId=73691&localeCode=en-us