Summary: Provides administrative and operational support to the Department of Psychiatry and the Chair of the Department. Plans, organizes, coordinates and directs day-to-day operations and functions related to the operation of the educational, clinical, research and administrative functions and programs conducted within the Department. Supervises clerical, technical, and professional staff.

ESSENTIAL DUTIES and RESPONSIBILITIES:

Include the following, additional duties may be assigned.

Financial and Operational

Serves in the role of management advisor to the Chairperson of the Department of Psychiatry. Provides input on revenue and cost projections for Department operations to the Senior Director of Operations (SDO) and Senior Director of Finance and Administration (SDFA) for Rowan Medicine for operations and budget preparation. Analyzes operating budgets to ensure that all appropriate expenses are included.

Executes Departmental budget as approved by the The University. Manages and monitors budgets and financial activities and maintains records of fiscal expenditures. Advises Department Chair on matters pertaining to purchasing of supplies and equipment.

In coordination with the Associate Dean for Clinical Affairs, SDO, SDFA, COO,CFO and their staffs, implements standardized best operational practices within the institute’s clinical practice; supervises, controls and manages the EPIC patient accounting system, including patient scheduling, billing, cashiering and collection.

Concentrates on practice revenues and faculty productivity while also doing cost containment where feasible. Generates monthly productivity report for each faculty member. Assists Chair in determining target revenue for each faculty member.

Approves requests for purchases and assures they meet with University Procurement Policies and budgetary guidelines.

Assists the Chair in the preparation of short-term and long-term operational and financial plans based on the Strategic Plan of the Department, School and University.

Maintains appropriate liaison with the Dean's Office. Faculty Practice Business Office, Grants Office, etc., maintaining specialized knowledge relevant to Psychiatry and related contracting and billing procedures. Monitors the integrity and continuity of the contracting and billing systems in order to maximize revenue. Ensures compliance with relevant laws, regulations, policies and procedures.

Coordinates departmental clinical programs. Works with Chair, Associate Dean for Clinical Affairs and Director, Practice Management to implement best practices and provide data for school's quality management program, utilizing the electronic health system and other sources.

Oversees payment of office bills, purchase requisitions, check requests, travel reimbursements, etc.; serves as first point of contact for issues related to these areas that cannot be resolved at Budget Analyst level; directs Budget Analyst in all financial matters.

Planning and Business Development

Assists the Chair in the execution of strategic planning including Departmental growth, establishing/expanding partnerships, business relationships and marketing products and services. Collaborates with other Rowan Medicine departments, regarding marketing, external partners and affiliates, including affiliated hospitals, in the development and implementation of programs.

Assists in negotiations and provides terms and proposed Fair Market Value (FMV) analyses for contracts and/or agreements with other institutions. Works with the Dean's Office to administer contracts for the Department of Psychiatry with partner institutions. Maintains client relations and ensures fulfillment of contract terms. May assist in the preparation, development and management of grants.

Directs pre-award and post award grants administration including reviewing and approving all expenditures charged to restricted or discretion funds; provides management and consultative services to professional staff, program directors and faculty, with respect to planning, developing and carrying out proposals and objectives.

Human Resources Management

Provides support to the Chair in faculty recruitment and coordinates offer, hire, and onboarding processes with school's Faculty Affairs Office, Virtua Health, and other departments as needed. Advises Chair on faculty productivity and compensation, working in collaboration with Director, Financial Decision Support.

Works closely with the Human Resource Department and relevant online resources (Page Up) in filling staff and faculty vacancies and strategic growth initiatives.

Supervises the activities of the staff of the department. Develops position descriptions as necessary for professional and support personnel. Recommends the hiring, firing, promoting, demoting, performance evaluations, merit increases, transfers and/or disciplining of employees and other personnel actions in accordance with university policies and procedures. Conducts performance evaluations.

Interacts with the Department of Human Resources regarding staff personnel matters, and with the Faculty Affairs Office regarding faculty personnel issues.

Supervises credentialing paperwork for licenses, CDS, DEA and Malpractice Insurance along with staff privileges at Virtua Health, partner hospitals and partner agencies/organizations.

Plans and schedules the work for the Department to make maximum effective utilization of employees, equipment and materials within budgetary requirements. Prepares master schedules ensuring adequate staff coverage in all areas. Arranges for temporary personnel as needed. Oversees time and attendance records. including payroll records. Schedules vacation and leave time for department staff.

Provides internal management and consultative services to departmental staff and faculty. Counsels staff members on job related problems.

Manages Department salary schedule of budget personnel; coordinates and maintains appropriate salary funding sources and clinical FTEs for faculty and staff by initiating all change in source of funds; ensures that academic and clinical financial statements reflect the appropriate amount of any academic, restricted or discretionary savings transfers as provided by budget personnel.

Departmental Policies and Procedures

Investigates problems, acts to resolve them when possible and reports findings and recommendations to Chairperson.

Develops and submits administrative plans and develops implementation and control procedures that will ensure efficient and effective delivery of administrative and clinical services.

Recommends, initiates and implements new or revised departmental policies and procedures.

Monitors Departmental policies to ensure they are relevant up to date and consistent with Rowan-Virtua’s policies and procedures.

Marketing

Serves as a liaison between the Department of Psychiatry and the Rowan SOM Marketing Department/Virtua Marketing Department. This includes handling Department-generated literature such as brochures, newsletters, flyers and promotional items.

Supervise the Department of Psychiatry Website to ensure that all content posted is current, reflects Departmental services accurately and clearly and is within the University’s guidelines and regulations.

General

Attends and participates in meetings and conferences regarding Departmental activities within the University structure. Represents the Department on School and University committees and project teams as assigned. Serves as a resource and provides guidance to departmental members.

Understands and adheres to University compliance standards as they appear in Rowan University’s Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy

Keeps abreast of all pertinent federal, state, and University regulations, laws, and policies as they presently exist and as they change or are modified.

Ensures that staff are trained and evaluated on their knowledge of and adherence to compliance policies and procedures specific to their jobs.

Performs other related duties as assigned.

QUALIFICATIONS

To perform this job successfully. an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge. skill. and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Bachelor’s degree in Finance, Healthcare or related field plus 5 to 7 years relevant professional experience with responsibilities in a government agency, university setting or major healthcare organization. Master's Degree preferred in Business, Hospital Healthcare Administration, or related field. Specific experience within a Psychiatry/Psychology/Behavioral Health practice environment is preferred. Supervisory experience required. Possession of Certified Practice Management Executive (CMPE) or Fellow of American College of Medical Practice Executives (FACMPE) preferred. Experience coordinating and managing fiscal and administrative activities, planning and implementing programs, organizational development, fiscal management, grant and contract management, policy development, personnel management, management information systems and quality assurance/quality improvement. Knowledge of review, analysis, and evaluation of budgets, as well as organization and administrative practices required. Familiarity with medical terminology, EPIC, billing and revenue collection, Medicare and Medicaid regulations preferred. Candidates must be proficient with Microsoft Office products. Outstanding human relations and leadership skills, and the ability to function in a team environment required. Knowledge of how to accomplish superior performance in a unionized environment is preferred. Equivalent education. experience and/or training may be substituted for the degree requirement.

NOTES:

• Only completed, online applications submitted on or before the deadline will be considered.

• Candidates must be legally authorized to work in the US, and the university will not sponsor an applicant for a work visa for this position.