Director, Medical Administration

Description

Position at MTA Headquarters

JOB TITLE:

Director, Medical Administration

DEPT/DIV:

Occupational Health Services

SUPERVISOR:

Director, Programs & Data Management

WORK LOCATION:

300 Cadman Plaza West, Brooklyn, NY 11201

HOURS OF WORK:

9:00 am - 5:30 pm (7.5 hours/day) or as required

FULL/PART-TIME

FULL

SALARY RANGE:

$141,215 - $157,623

DEADLINE:

Until filled

Opening:

The Metropolitan Transportation Authority is North America's largest transportation network, serving a population of 15.3 million people across a 5,000-square-mile travel area surrounding New York City, Long Island, southeastern New York State, and Connecticut. The MTA network comprises the nation's largest bus fleet and more subway and commuter rail cars than all other U.S. transit systems combined. MTA strives to provide a safe and reliable commute, excellent customer service, and rewarding opportunities.

Job Summary:

This position is accountable for managing HR and labor-related staffing activities for all 175 OHS staff (NYC Transit and MTAHQ) and approx. 70 temporary staff employees. Responsible for divisional administrative activities, which include policy creation and review, managing OHS budgets and contracts for both NYCT and MTAHQ, temporary contract budgets, personnel, contract interpretation, temporary staffing contracts, contracts for external medical consultants and related services, procurement, inventory management, and timekeeping. Also, responsible for directing, managing, and coordinating all activities with OHS medical records oversight for internal and external parties. This position will oversee the MTA internal controls process for OHS. Additionally, will be the point person for renovation activities with MTA Real Estate, relating to the renovation and construction of new Medical Assessment Facilities. This position ensures medical staff certification compliance and renewals. Manages medical policy development and review.

Responsibilities:

• Budget & Contracts

• Leading the annual budgeting and planning process, which includes creating, monitoring, and administering departmental budgets.

• Ensuring all financial activities, such as contracts and invoicing with relevant accounting principles, internal controls, and agency policies.

• Managing the entire contract lifecycle, including negotiation, execution, documentation, monitoring, and closeout, which includes, but is not limited to, medical equipment, sleep apnea contract, SILCA contract, software contracts, etc.

• Manage all activities associated with Medical Services and contractors.

• Responsible for special assignments such as managing the Medical Standards contract ($5M) to revise the medical standards, FMLA ($10M), and UAP ($9M). In addition, this position is responsible for the rehabilitation of all MTA agencies' Medical Assessment Centers.

• Point person for OHS's new needs process

• Medical Administration Responsibilities

• Responsible for directing the development, administration, and enforcement of OHS and other departmental procedures to ensure all MTA agency-wide compliance with DOT regulations and agency policies.

• Develop standards regarding classification, retention, and access to medical records (over 150K files). Manage the research and analysis of data in support of internal and external audits and investigations, primarily handled by the Medical Records Unit.

• Direct the development of medical record guidelines and procedure manuals to reflect State and Federal requirements.

• Responsible for the Internal Control Review Program. These annual cycle programs are created and reviewed by MTA Audit to ensure procedures are adhered to, such as the reduction of waste, financial payment errors, fraud, and mismanagement, which can negatively impact the operation. This is in place to ensure compliance with internal policies, State, and Federal

• regulations

• Responsible for directing, managing, and coordinating all activities with architects, contractors, external departments, and MTA Real Estate, relating to the renovation and construction of Medical Assessment Facilities

• This position will also be a liaison for handling personnel and labor relations issues, Contracts, and Budgets. This position will be responsible for the following contracts and budgets for MTA Headquarters, NYCT, and both Railroads (LIRR/MNR):

• UAP

• Medical Standards

• All temporary staff contracts

• Medical Supplies Contracts

• Staffing

• Assist in creating and managing OHS job descriptions

• OHS central point of contact for staffing actions for NYCT and HQ employees

• Liaising with the human resources department on matters such as recruitment, onboarding, and performance evaluations.

• Implementing and enforcing Occupational Health-related policies and procedures, and participating in personnel issues such as hiring, promotions, and disciplinary actions.

• OHS Policy and Procedures

• Draft and Edit Content: Write, format, and edit high-quality policies, SOPs, work instructions, and user manuals.

• Collaborate with SMEs: Interview subject matter experts (SMEs) to gather information, analyze processes, and ensure documentation accuracy.

• Compliance & Research: Ensure all policies adhere to federal, state, and industry-specific regulations, identifying potential risks to mitigate or eliminate them.

• Continuous Review: Conduct regular audits and updates of existing procedures to ensure they are current and reflect actual work processes, avoiding "outdated procedure" issues.

Required for All Jobs:

• Performs other duties as assigned
• Complies with all policies and standards
• May be required to work hours outside regular work hours, as applicable
• Observes the work performed by contractors, as applicable
• Reviews invoices and approves them if the work meets contractual standards, as applicable
• Addresses performance issues with the contractor when possible, as applicable
• Escalates issues to other parties when needed, as applicable

Required Knowledge/Skills/Abilities:

• An equivalent combination of education from an accredited college and experience may be considered in lieu of a degree; a master's degree preferred.
• Must have knowledge of public health administration.
• Excellent communication and interpersonal skills.
• Excellent organizational and presentation skills.
• Demonstrated ability to work with all internal levels within a given organization.
• Demonstrated ability to communicate and interact well with external agencies. External agencies may include the Governor's Office for New York State, the New York City government, elected and other public officials, as well as any staff located at other federal or state agencies or authorities.
• Demonstrated ability to work in a high-profile, high-pressure environment effectively.
• Demonstrated ability to communicate effectively with key internal and/or external stakeholders.
• Must have strong managerial skills to effectively direct a staff of professional and technical employees in implementing the short- and long-term goals and direction for the area of responsibility.
• Demonstrated ability to complete short- and long-term projects effectively and as efficiently as possible.
• Demonstrated analytical capabilities and quantitative skills.
• Demonstrated proficiency in Microsoft Office Suite or comparable applications, i.e., Word, Excel, PowerPoint, and Outlook.
• Strong understanding of financial systems, procurement rules, and accounting principles.

Required Education and Experience:

• Bachelor's Degree in Arts/Sciences (BA/BS) in Human Resources, Public Administration, Business Administration, Occupational Health, Public Health, or related area, or an equivalent combination of education and experience may be considered in lieu of a degree
• Minimum 10 years experience, of which six (6) years are to be in a department head and/or managerial and/or leadership role in a large, multi-faceted, fast-paced organization or governmental body preferred.

The Following is/are preferred:

• Master's degree in Arts/Sciences (MA/MS) in Finance or Business/Public Administration.
• Familiarity with the MTA's policies and procedures.
• Familiarity with the MTA's collective bargaining procedures

Other Information

May need to work outside of normal work hours (i.e., evenings and weekends)

Travel may be required to other MTA locations or other external sites.

According to the New York State Public Officers Law & the MTA Code of Ethics, all employees who hold a policymaking position must file an Annual Statement of Financial Disclosure (FDS) with the NYS Commission on Ethics and Lobbying in Government (the "Commission").

Equal Employment Opportunity

MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including those concerning veteran status and individuals with disabilities.

The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.