Asst. Dept. Business Officer, Emergency Medicine - 140589

The Department of Emergency Medicine (DEM) is responsible for fulfilling the teaching, clinical and research missions of the University of California, San Diego. Established in 1978 at the UC San Diego Medical Center, the Department of Emergency Medicine combines the benefits of an internationally renowned university with a large academic hospital. The California State Department of Health Services designated UC San Diego Medical Center as a Comprehensive Emergency Medical Service Center, meaning that the facility is capable of providing a scope of services in which all medical situations can be managed on a definitive and continuous basis. UCSD Medical Center is the only facility so designated in San Diego and Imperial Counties, and is one of only four in California. The Department of Emergency Medicine is divided into six divisions, each directed by one of the senior faculty members of the department. The Director of the Department is Dr. Ted Chan, Professor of Emergency Medicine. The department also has several medical student selective programs, the Residency Program which is made up of 36 residents in a 4 year format, and several fellowship programs.

The incumbent acts as the Assistant Department Business Officer (ADBO) for the Department of Emergency Medicine. Areas of responsibility include, but are not limited to, fiscal matters, operational oversight into the Education division, and generation and maintenance of the clinical schedule.

Under the direction of the Administrative Vice Chair (AVC) , serves as a member of the Senior Leadership team for the Department of Emergency Medicine. Is responsible for managing the Department's Business Office and it's services which includes departmental operations, fiscal operations and decision support, bringing cohesion between the functional areas, and leadership that facilitates the academic, clinical and research missions.

Responsible for making recommendations, process improvement, and logistics for functional programs. Monitors department adherence to approved budget. Involved in developing, modifying and executing organizational policies that affect immediate operation(s) and may also have organization-wide effect. Performs long and short term planning functions and brings them through to a successful completion. Acts on behalf of the Administrative Vice Chair (AVC) in her absence. Acts as a liaison with top administration and professionals in the exploration and discussion of issues. Partners with management and works in conjunction with the Health System, School of Medicine, Clinical Practice Organization and other Departments with the goal of improving service, generating revenue, as well as the development and implementation of programs, agreements, funding models, and business plans on behalf of the Department.

The incumbent will provide management of the clinical schedule for over 150 physicians in a variety of clinical spaces for the Department of Emergency Medicine. This includes acting as the point of contact for all issues related clinical scheduling software. The incumbent will also provide recommendations to department leadership on coverage needs, clinical productivity, and proactively identifying holes or downwards trends to allow for correction. Additional responsibilities include consistent review of productivity data to determine appropriate incentives for all clinical faculty. The incumbent will oversee the divisional budgets for the Department or Emergency Medicine, including reconciliation and forecasting for six divisions. This position will be a department resource for Oracle, Concur, and QGenda and will provide Division Chiefs ledgers for accounts as needed.

Uses advanced administrative concepts and organization objectives to resolve complex issues. Manages, plans, administers and coordinates the administrative operations of a small to mid-sized academic or non-academic department or organizational unit, the operations of which are significantly complex and / or broad in scope. Typically reports to a Chair, Director, or equivalent administrative management. Performance of administrative operations activities are the predominant focus of position; may supervise support staff or small number of professional staff within or outside the scope of main business activities (e.g., student services, facilities, etc.). Performs short and long term planning for the function. Regularly works on highly complex issues where analysis of situations or data requires an in-depth evaluation of variable factors. Exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results. Erroneous decisions or failure to achieve goals result in additional costs, and serious delays in overall schedules.

• Nine (9) years of related experience or a Bachelor's degree in a relevant area plus five (5) years of experience.

• Advanced knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.

• Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.

• Advanced knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.

• Advanced knowledge of common University-specific computer application programs.

• Ability to use discretion and maintain confidentiality.

• Advanced skills in short- and long-term strategic planning, analysis, problem-solving and customer service.

• Advanced knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.

• Knowledge of QGenda scheduling software, including the ability to run reports, manage coverage adjustments, and publish data.

• Masters degree in related area and/or equivalent experience/training preferred.

• Knowledge of Oracle and Concur budgeting environments, including determining balances, reporting on expenses, and forecasting funding.

• Job offer is contingent upon satisfactory clearance based on Background Check results.
• Occasional evenings and weekends may be required.