Executive Administrator I

UPMC Physician Services is seeking an experienced Executive Administrator to provide strategic and operational leadership support for the Department of Otolaryngology (ENT. This high-impact leadership role will oversee operations across 15 practice locations and support approximately 250 UPP employees. Responsibilities include operational oversight of physicians, residents, and Advanced Practice Providers (APPs, budget management, clinic staffing, provider template mapping, workflow optimization, and management of satellite locations, with a primary office location in Oakland. The Executive Administrator will play a key role in departmental growth initiatives, including practice expansions, acquisitions, revenue cycle coordination, physician contracting, and strategic planning. This position will also collaborate with Ophthalmology leadership on growth and expansion efforts, APP operations, and revenue cycle initiatives. The ideal candidate will bring significant healthcare operations leadership experience, including oversight of multiple practice sites, clinic operations management, physician practice administration, and a proven ability to lead complex, multi-location healthcare environments while driving operational excellence and organizational growth.

Responsibilities:

• Clinical Operations: Establish and implement a patient centered care delivery process which embraces clinical quality, patient satisfaction, and cost sensitivity while ensuring a competitive edge in the region. Implement, monitor and evaluate all quality initiatives to ensure positive patient outcomes. Oversee quality and efficiency of all department clinical locations. Ensure compliance with UPMC policies and procedures and with the requirements of any applicable regulatory agencies or accrediting bodies (i.e. JCAHO, PA DoH, Medicaid. Develop strategies to maximize reimbursement and disseminate regulatory information pertaining to changes in reimbursement and/or coding while ensuring regulatory compliance. Create and implement business and program development plans that support and advance clinical department and hospital strategic initiatives.Assist managers and division chiefs to develop and implement action plans to improve service levels and exceed customer expectations. Establish and implement policy including, but not limited to, professional licensure, registration and/or certification; risk management; clinical operations and clinical compliance; and staff and patient safety. Oversee all contracts and lease agreements related to clinical operations and locations.
• Marketplace Evaluation: Review, evaluate and provide recommendations on all practice acquisitions and valuations of potential and new faculty physicians/groups. Monitor the Department's operating statistics and referral patterns to isolate trends and changes, thus insuring that the Department is maintaining its place and competitive edge, as well as identifying new market areas. Coordinate and assist in practice valuations, pro forma financial projections, contracts negotiations, VISA issues, and evaluations of staffing levels.
• Administration: Determine the effectiveness of current departmental procedures and plans. Develop and recommend policy for the Department. Develop and implement new systems for efficient and improved utilization of operations. Oversee the management of off-site satellite offices, which include operational responsibilities, facilities management, recruiting, and physician relations. Ensure appropriate and high quality staffing of the department. Supervise departmental staff either directly or indirectly. Serve as departmental representative in formal legal matters and interact with attorneys on issues related to billing and third party payers, risk management, employment and human resources grievances, and other complaints. Responsible for managing the coordination of the combined training programs for Clinical Residents, Fellows, midlevel providers and other programs at the UPMC/University Of Pittsburgh to help ensure the appropriate training experience.
• Fiscal Oversight: Supervise and oversee the Department budgets (i.e., clinical practice plan, hospital, SOM, and research with senior management staff of the Department. Report to the Chairman on expenses and revenues on a monthly basis to monitor and analyze performance against goals. Prepare reports on the financial status of departmental and research funds. Thorough knowledge of grand procedures in order to advise faculty members regarding application for and administrators of grants. Maintain a current and in-depth knowledge of resource based relative value scale and its impact in the operations of the Department. Monitor changes in federal and state law that relates to reimbursement and the impact of such on the Department. Supervise the development of grant funded and clinical trial proposals in the administration of departmental funds derived from research grant monies.
• Physician Administration: Coordinate and assist in the recruitment of faculty members which may include due diligence, practice valuations, pro forma financial projections, contracts negotiations, VISA issues, and evaluations of staffing levels. Liaison for construction, renovation projects and building utilization. Assess existing needs and plan for new programs in order to meet the technical needs of the research instructional and at times, clinical programs. Coordinate activity of a variety of faculty committees including, but not limited to, PSD, UPMC, Hospitals, CEO, CFO, and other senior leadership. Serve as the departmental representative to the various medical school committees and demonstrate familiarity with the University and Hospitals policies. Ability to work with faculty committees and provide staff assistance as needed for the development and implementation of those policies and directives that are generated by faculty committees.
• Strategic Planning and Management: Assist and advise the Department Chair in the areas of research support, financial coordination, long-range planning and daily operations. Work with the Chair and the faculty to develop the strategic direction and implement short and long-term goals for the Department, which may include PSD, UPMC, and School of Medicine. Maintain a current knowledge of all types of health care organizations; including health maintenance organizations, preferred provider organizations, and provider-sponsored organizations.
• Bachelor's Degree in Health Care Administration, Business Administration, Finance, Accounting or related field / 10 years of experience / 5 years in a management capacity OR- Bachelor's Degree in Health Care Administration, Business Administration, Finance, Accounting or related field / FMR Program Graduate / 8 years of experience / 5 years in a management capacity OR- Master's Degree in Health Care Administration, Business Administration, Finance, Accounting or related field / 6 years of experience / 5 years in a management capacity OR- Master's Degree in Health Care Administration, Business Administration, Finance, Accounting or related field / Fellowship Program Graduate / 5 years of experience / 5 years in a management capacity- Experience in health care setting, emphasizing accounting systems, knowledge of third party billing and reimbursement mechanisms, grant and contract administration, financial reporting, internal controls, operational management, information systems, and business planning are required. - Ability to work collaboratively with physicians, staff, CEO, CFO, corporate, university, hospital administration, and other senior leadership. - Knowledge of applicable federal, state, and local laws as they pertain to physician BU management, preferred. - Prior experience in an academic medical setting, preferred. - Prior experience in specialty administration, preferred.

Licensure, Certifications, and Clearances:

• Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran