At Houston Methodist, the Department Administrator position is the administrative leader and senior management consultant to the Department Chair. Primary responsibilities for this position are to generate, manage, and interpret strategic information, provide financial management and accountability for all Department resources, and to provide administrative infrastructure for providers, faculty, and staff. The Department Administrator position has oversight that covers each of the Department's primary missions of patient care, academic, and research. This position is responsible for all administrative operations of the Department including finance, research, and administration. Additionally, the Department Administrator position provides direction to improve practice services to ensure an exceptional patient experience for our patients.
The Director position responsibilities include overseeing the activities of the department staff, ensuring quality, productivity, functional excellence and efficiency to accomplish strategic and operational objectives. In addition, this position is accountable for employee engagement, adequate staffing levels, budget development and compliance, staffing decisions such as hiring and terminating employment, coaching and counseling employees on work related performance, and developing and implementing policies and procedures to ensure a safe and effective work environment. This position also ensures training, monitoring and operations initiatives are implemented which secure compliance with ethical and legal business practices and accreditation/regulatory/government regulations.
PEOPLE ESSENTIAL FUNCTIONS
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Directs, develops and implements strategic and operational/high level projects and processes either through independent/highly autonomous work or through the facilitation of work teams to enable the effective and efficient completion of objectives.
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Oversees management of and ensures development for staff to meet overall objectives in terms of quality, service and cost effectiveness. Provides timely guidance and feedback to help others strengthen specific knowledge/skill areas needed to accomplish a task or solve a problem. Directs management responsibilities of selection, scheduling, supervision, retention, and evaluation of employees.
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Meets or exceeds threshold goal for department turnover and/or system metrics on employee engagement indicators: action readiness score, tier level.
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Provides leadership and communication to maintain a competent and engaged employee group by conducting regular department meetings to review policies and procedures and operational matters, rounding on all employees, completing performance appraisals, conducting new hire feedback sessions, coaching/corrective counseling, and providing recognition/commendations to achieve desired outcomes.
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Identifies opportunities and takes action to build strategic relationships between one's area and other areas, teams, departments, and units to achieve business goals. Drives the promotion of teamwork within and between departments; participates and/or leads and facilitates department process improvements as needed.
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Provides leadership to and is accountable for the performance and direction through multiple layers of management and senior professional staff.
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Works with Department Chairman and Division Chiefs on faculty recruitment, promotion and credentialing, and practice plan administration.
SERVICE ESSENTIAL FUNCTIONS
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Oversees department operations, designated projects, schedules and activities as needed to ensure that goals or objectives are accomplished within the prescribed time frame. Sets priorities and functional standards, giving direction to staff as necessary to ensure the best possible delivery of service and high customer/patient satisfaction.
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Drives department service standards and activities to impact department and/or system score for patient/customer-based satisfaction, through role modeling and fostering accountability. Serves and actively participates on various entity committees as a voice for the department.
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Leads targeted, recurring communication plans to ensure effective project and process improvement implementation and follow-up.
QUALITY/SAFETY ESSENTIAL FUNCTIONS
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Ensures a safe and effective working environment; monitors and/or revises the department safety plan and/or any specific accreditation/regulatory required safety guidelines. Responsible for staff maintenance of credentials and competencies, per accrediting/ licensing agency and/or department guidelines as applicable.
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Employs a proactive approach in the optimization of safe outcomes and information systems by monitoring and improving the department workflow and enhancing operations, using peer-to-peer accountability and identifying solutions via collaboration. Implements process improvements utilizing tools such as lean principles. Role models situational awareness, using teachable moments to improve safety.
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Responsible for employee compliance to policies and procedures and performs associated actions upon non-compliance (i.e., licensure/certification compliance, focal point review requirements, disaster plan, in-services, influenza immunization, wage and hour, standard hours, timely termination submission, timely timecard approval, etc.).
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Proactively develops, proposes, advocates through the appropriate decision-making channels, and implements process improvements for high-priority, high-risk, high-volume, and major activities.
FINANCE ESSENTIAL FUNCTIONS
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Develops and manages department operational and capital budgets, approvals, and ongoing maintenance of the department(s), ensuring operation in a cost-effective manner. Proactively identifies and plans for capital needs related to current equipment and future department projects. Ensures staffing plans and schedules meet department needs that reflect understanding of the importance of cost-effectiveness.
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Creates department strategies to achieve financial target and staffing needs, through optimizing productivity, supply/resource efficiency, minimizing incidental overtime and overtime percentage, and other areas according to department specifications.
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Provides the planning, budgeting, and accounting functions for operating capital, analytically reviewing financial reports and records and initiating corrective action in coordination PO leadership.
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Effectively oversees operation of all billing and collections operations in the Department. Ensures charges are effectively captured, accurately coded, and appropriately documented.
GROWTH/INNOVATION ESSENTIAL FUNCTIONS-
Identifies and implements innovative solutions for practice or workflow changes to improve department, entity or system operations by leading unit projects and/or other department/ system-directed activities. Proactively leads task forces and committees. May represent HM at assigned community or professional organization meetings.
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Drives change initiatives, maintaining effectiveness when experiencing major changes in work responsibilities or environment; adjusts effectively to work within new work structures, processes, requirements or cultures. Partners effectively with stakeholders as appropriate.
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Ensures own career discussions occur with appropriate management. Completes and updates the individual development plan (IDP) on an on-going basis. Conducts conversations with staff on their development and IDP.
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Provides proven innovation and initiative to anticipate, develop, and implement new procedures, processes, and best practices.
This job description is not intended to be all-inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.
EDUCATION
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Master's degree in business, healthcare, or closely related field
WORK EXPERIENCE
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Seven years progressively responsible experience in administrative management, to include proficiency in budgeting, grants and contracts, clinical administration, personnel supervision, and space and facilities management
LICENSES AND CERTIFICATIONS - REQUIRED
LICENSES AND CERTIFICATIONS - PREFERRED
KNOWLEDGE, SKILLS, AND ABILITIES
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Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
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Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially about activities impacting patient or employee safety or security
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Demonstrates the ability to interact with others in a way that gives them confidence in one's intentions and those of the organization
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Ability to use appropriate interpersonal styles and techniques to gain acceptance of ideas or plans; modifying one's own behavior to accommodate tasks, situations and individuals involved
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Demonstrates leadership qualities and critical thinking through self-direction initiative and effective interpersonal skills and oral/written communication skills
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Ability to identify and understand issues, problems and opportunities, comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, constraints and probable consequences
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Extensive knowledge of regulatory and accreditation agency requirements that impact department; stays abreast of industry changes
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Demonstrates highly effective communication skills-strong written communications and platform presentation abilities
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Ability to work effectively in a fast-paced environment
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Demonstrates flexibility and adaptability in the workplace
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Capable of leading teams/facilitating groups, building consensus and garnering highest confidence in professionalism and work product by senior leadership
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Ability to work under pressure and balance many competing priorities; highly responsive and solution/action oriented
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Proficiency in spreadsheet, word processing, and presentation software
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Maintains a positive and supportive attitude and demeanor
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Professional handling of exposure to confidential/sensitive information
SUPPLEMENTAL REQUIREMENTS
WORK ATTIRE
Uniform No
Scrubs No
Business professional Yes
Other (department approved) No
ON-CALL*
- Note that employees may be required to be on-call during emergencies (ie. DIsaster, Severe Weather Events, etc) regardless of selection below.
TRAVEL**
**Travel specifications may vary by department**
May require travel within the Houston Metropolitan area Yes
May require travel outside Houston Metropolitan area Yes
Company Profile:
Houston Methodist Specialty Physician Group is an integral part of Houston Methodist’s overall strategy to become one of the nation’s leading academic medical centers. Established as a nonprofit corporation certified by the Texas State Board of Medical Examiners, the Specialty Physician Group enables physicians to maintain autonomy with respect to clinical practice while growing their practice within an academic environment.
Houston Methodist is an equal opportunity employer inclusive of women, minorities, disabled persons and veterans.
Equal Employment Opportunity
Houston Methodist is an Equal Opportunity Employer.
Equal employment opportunity is a sound and just concept to which Houston Methodist is firmly bound. Houston Methodist will not engage in discrimination against or harassment of any person employed or seeking employment with Houston Methodist on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, status as a protected veteran or other characteristics protected by law. VEVRAA Federal Contractor – priority referral Protected Veterans requested.
