Administrative Program Director at Oregon Health & Science University

Portland, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

21 Jan, 26

Salary

0.0

Posted On

23 Oct, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Operations Management, Program Development, Strategic Planning, Human Resources Management, Finance Management, Revenue Cycle Management, Philanthropy Management, Research Program Oversight, Clinical Operations, Education Programs Oversight, Project Management, Communication Skills, Problem Solving, Data Analysis, Microsoft Office, Oracle System, Grant Management

Industry

Higher Education

Description

Department Overview The Department of Medicine (DoM) is the largest clinical department in the School of Medicine with approximately 900 employees/affiliates and an annual operating budget of over $115M. In addition, the DoM is responsible for ten divisions: 1) Arthritis and Rheumatic Disease 2) Endocrinology, Diabetes and Clinical Nutrition 3) Gastroenterology and Hepatology 4) General Internal Medicine and Geriatrics 5) Hospital Medicine 6) Infectious Diseases 7) Nephrology and Hypertension 8) Pulmonary, Allergy and Critical Care Medicine 9) Knight Cardiovascular Institute and 10) Informatics, Clinical Epidemiology, and Translational Data Science. The department also includes a sizable Research (Basic Science and Clinical) portfolio, a large education footprint and provides clinical services in many community partnerships, including Hillsboro Medical Center. The Knight Cardiovascular Institute (KCVI) is recognized as a top integrated center for cardiovascular clinical care, translational research and professional training in all aspects of heart and vascular disease. Guided by a multi-disciplinary approach, researchers and clinicians drive a vibrant translational research program, which focuses on delivering the latest knowledge and cutting-edge care to patients. Specifically, research at KCVI seeks to improve patient outcomes by achieving earlier diagnosis of disease, more accurate monitoring of its progression, and tailoring therapy to the molecular basis of disease. Function/Duties of Position 1. Operations Management, Program Development, and Strategic Planning Provide strategic oversight and operational leadership for the Division of Cardiovascular Medicine and the Knight Cardiovascular Institute (KCVI), supporting approximately 155 faculty and staff. Supervise and support the administrative manager to ensure efficient administrative and business operations. Promote cross-training and flexible personnel deployment to meet emergent needs, in collaboration with unit managers. Structure workloads and monitor productivity to ensure high-performance outcomes. Identify operational inefficiencies and drive continuous process improvements. Foster a proactive and responsive employee relations environment, addressing staff concerns to enhance satisfaction and performance. Serve as a liaison with other university departments and programs to support mutual operational objectives. Define and promote core competencies, evaluate training needs, and manage workforce development. Lead recruitment, onboarding, supervision, performance management, training, disciplinary actions, and terminations in alignment with policies. Analyze and optimize business and administrative processes to improve operational quality and cost-efficiency. Oversee all administrative activities in the Division office, including policy enforcement and procedural updates. Manage facilities and equipment, including space planning, maintenance, compliance, and utilization in collaboration with the Department of Medicine. 2. Human Resources Management and Administration Manages and oversees human resources activity for the Division’s employees in order to achieve Divisional and Departmental goals and objectives. Hires, promotes, counsels, trains, supervises, and reviews Division staff. Monitors and modifies staff workflow. Enforces administrative policies and procedures. With HR support and guidance as needed, handles disciplinary actions and dismisses personnel when necessary. Oversees creation of work schedules, including inpatient faculty call schedule and ambulatory clinic schedules. Monitors faculty and staff satisfaction with the goal of reducing burnout and turnover. Oversees recruitment of new staff and faculty, including privileging and credentialing, medical licensing, and new hire paperwork. Maintains strong working relationship with both departmental and central Research Office, and Contracts and Grants office to expedite processing of information 3. Finance, Revenue Cycle, and Philanthropy Management Lead financial operations for the Division and KCVI, including budget projections, clinical service line analysis, faculty compensation, productivity monitoring, and revenue/expenditure oversight. Manage a total operational budget of $40.6M for FY26 (excluding research, foundation, and special accounts). Maintain a comprehensive financial planning model across all KCVI accounts and provide transparent reporting for leadership. Develop and implement financial models, forecasts, and cost-benefit analyses to support decision-making and strategic planning. Identify and cultivate new revenue streams to support divisional growth. Establish and maintain partnerships with internal and external stakeholders (DoM, SoM, OHSU Hospital, VA, etc.) to drive financial success across clinical, research, and educational domains. In partnership with the DoM, manage faculty compensation planning and reporting. Ensure divisional financial benchmarks and goals are consistently met. Oversee stewardship of ~$29M in foundation funds (Endowed and Spendable), ensuring alignment with donor intent and reporting requirements. Collaborate with Section Heads, Division Head, and foundations to position the Division for future philanthropic opportunities. 4. Research Program Oversight (Basic, Translational, and Clinical Research) Serve as the administrative leader for research in partnership with physician and program directors to expand KCVI’s research portfolio. FY24 total research funding = $18.54M: ~$14M Industry, ~$3.77M NIH, ~$0.36M foundations. Lead financial evaluation and development of research initiatives, optimizing partnerships and resource allocation across departments. Mentor and supervise grant administration staff; oversee onboarding of new PIs and support growth in grant activity. Develop policies and procedures for research support infrastructure, ensuring appropriate allocation of resources to PIs. Ensure regular financial reporting and projections for PIs to manage expenditures and reallocate funds effectively. Provide administrative oversight for educational programs, including medical students, residents, fellows, and faculty development. 5. Clinical Operations and Education Programs Oversight Oversee faculty clinical assignments, revenue cycle operations, and administrative functions related to clinical programs. Evaluate and support growth opportunities for clinical services in collaboration with leadership teams, including HVSL and Section Heads. Convene monthly and ad hoc clinical operations meetings with key stakeholders. Provide leadership to the KCVI Education Office in partnership with the Education Manager and ACGME Program Director. Assist with evaluation and development of new educational initiatives and programs. 6. Special Projects and OHSU Collaborations Participate in special projects and institutional initiatives as assigned by Division, KCVI, and DoM leadership. Share institutional knowledge and best practices to support strategic connections and collaboration across OHSU. 7. Professional Responsibility Pursue ongoing professional development to maintain and enhance subject matter expertise. Model integrity and ethical behavior to uphold divisional and institutional values. Foster trust and collaboration through effective communication, mutual respect, and consistent follow-through. Required Qualifications Master’s degree in Public Health or Administration, Business, or related field Experience: At least 5 years of progressive healthcare experience At least 5 years’ experience in leadership roles, managing a diverse group of office management personnel, and experience with general and complex Human Resource issues as well as labor relations experience. Strong knowledge base in ambulatory management, organizational development, managed care strategy, strategic planning, financial analysis, research methodologies, and philanthropic activities. Strong interpersonal and team building skills. Must be innovative and capable of independent action and decision making. Experience managing different groups of people with different missions. Development and maintenance of effective relationship with medical and administrative staff required. Ability to communicate effectively in writing and verbally. Ability to remain calm and poised in urgent situations. Ability to exercise initiative, judgment, problem solving and decision-making. This position is responsible for staying current on regulatory, billing, compliance and reimbursement trends, ensuring that the practice anticipate change, prepare in advance and monitor operational outcomes. This position must have the skill in analysis, development of comprehensive reports and interpretation of complex data. This position must be able to set priorities and avoid crisis management. This position must be able to organize policies, procedures, systems and objectives. Must understand fiscal management and human resource management techniques. Independent problem solving and information gathering required. Comfort level juggling many tasks and priorities is essential for the successful candidate. Must be able to set priorities and be assertive. Strong interpersonal and written communication skill required. Excellent working ability in Microsoft Office software in a computer networked environment. Advanced skills in: word processing (Word), spreadsheets (Excel), database systems, presentation preparation (PowerPoint) and other business administration tools. Oracle system experience necessary. In addition, Power BI reporting, Crystal reports, Kronos, and Cognos system experience required. Experience with Hospital Based Billing and UMG billing and subsequent systems necessary Preferred Qualifications Experience with research grant management, clinical trials, grant development, submission and management preferred. Experience in Cardiovascular Medicine/Internal Medicine, Ambulatory Care, Academic Medicine. Knowledge of OHSU systems and processes. Experience with University and Faculty Practice Plan processes preferred. Additional Details This position requires irregular hours, including occasional evenings and weekends. All are welcome Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.

Responsibilities

The Administrative Program Director will provide strategic oversight and operational leadership for the Division of Cardiovascular Medicine and the Knight Cardiovascular Institute, supporting approximately 155 faculty and staff. Responsibilities include managing human resources, finance, research programs, and clinical operations to enhance departmental performance and achieve strategic goals.