| A. | 35% | Coordinate complex administrative activities and communications for the Division Chair. |
| | 1. | Primary internal and external resource for informational, administrative and procedural communications between Department faculty, support staff and residents; UW Hospital and Clinics; UW Hospital and Clinics Access Center; Meriter Hospital; University Administration; UW Medical Foundation; local, state, national and international organizations and professional societies; boards and committees and the general public. |
| | 2. | Organize and manage the Division Chair's communications. Intercept, prioritize and direct requests and information to other individuals as appropriate. Act on behalf of the Division Chair at his/her request, in matters of a sensitive or confidential nature. Maintain the divisions confidential administrative records, this may include filing systems, committee and professional organization information, teaching and research information, awards, reports, surveys, legal documents and vacation and sick leave records. Represent the Division Chair's office in a professional and courteous manner in all contacts. |
| | 3. | Independently compose correspondence for the Division Chair's signature and/or own signature, ranging from congratulatory letters to complex responses. Research and compile information for reports or assigned segments of reports. Prepare final copy of letters, reports, manuscripts, abstracts, proposals, major grant applications and memoranda of all kinds from electronic mail messages to involve personnel issues. The subject matter of such correspondence will include topics of a sensitive and confidential nature on matters related to employer-employee relationship, strategy information, matters that require cooperative effort with personnel from legal, employee assistance and affirmative action offices, and alternative courses of action and management of policies in the Division's office. |
| | 4. | Establish administrative support policies and procedures to facilitate administrative and operating effectiveness. Coordinate office activities and redistribute work as needed to ensure the most efficient operation of the division. |
| | 5. | Act in a consultative nature to the Division Chair on a full range of comprehensive issues, ranging from briefings on daily office activities, clinical programs, complicated budgets, and personnel matters. |
| | 6. | Communicate upcoming and ongoing Division accomplishments, awards, professional conferences or lecture series to the department reception desk and to the public through monthly newsletters and electronic Kiosk. |
| | 7. | Coordinate clinical activities for the Chair of the Division of Cardiothoracic Surgery, Department of Surgery. Record surgery date and other information in physician's calendar, inform ambulatory surgery, operating room, admissions of required patient surgery information, arrange for admissions, emergency admissions, outpatient appointments, blood tests, x-ray examinations, outpatient and inpatient surgery, and other tests as required by surgeon. Assure pre-authorizations for Health Maintenance Organization (HMO) patients with Admissions, and assure insurance requirements have been met prior to admit day. Inform referring physicians of patient's medical status. |
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| B. | 25% | Supervisory & Human Resource Responsibilities |
| | 1. | Determine the staffing needs for School of Medicine and Public Health staff. Set priorities for recruiting, interviewing, hiring, and training of full-time employees, students, seasonal, and limited term employees, identify and make recommendations for professional development. Responsible for new staff training, scheduling, and orientation in the use of integrated information systems, daily operations, and campus and other applicable policies.
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| | 2. | Supervise UW employee(s). This involves implementing personnel procedures as they apply to hiring, performance evaluation, disciplinary action, and termination by being knowledgeable of and utilizing UW policies and procedures. |
| | 3. | Collaborate with the HR Manager and/or HR Assistants to submit the appropriate information for recruitment and advertising for faculty, academic, and classified personnel. Review and edit position descriptions for the Division's support staff and recommend updated positions descriptions as appropriate. |
| | 4. | For faculty recruitment, compile file of all applicants; communicate and coordinate interview process with applicants; arrange hotel accommodations and dinner reservations; Initiate reimbursement of applicant expenses. After a faculty position has been offered to a candidate, ensure all pertinent data has been provided to the Human Resources Department before official position offer letter is sent to the School of Medicine and Public Health for signature. |
| | 5. | Prepare biographical information regarding new hires for Department's Publication Office and for the development of the Division's newsletter and Department website. |
| | 6. | Assist Human Resources Department in the collection of credentialing materials such as licenses and training certificates as required for various faculty and staff, and also in the procurement of proper documentation to support work Visas for international faculty and staff. |
| | 7. | Brief applicants and/or new support staff on division position requirements, working procedures, working conditions, and division and departmental policies. |
| | 8. | Coordinate the training and education of staff. Provide guidance, job training, and assistance to staff to ensure that the efficiency of the office is maintained at all times. This includes cross training of duties for better coverage during absences and to assist in defining and achievement of career development goals. |
| | 9. | Attend monthly departmental division representative meetings as well as division faculty meetings. Compose highly confidential materials and distribute dictated minutes from meetings as well as implement and supervise improvements and services within the division in order to meet the goals and mission of the Department. |
| | 10. | Establish back-up coverage during employee absences and rest periods by maintaining the support staff calendar. Communicate phone coverage needs to central reception desk. |
| | 11. | Audit and approve timesheets of all Division classified and hourly employees (as delegated by Department Administrator). Manage leave and timekeeping for UWMF staff by using Kronos Timekeeping System. Train new UWMF staff on the Kronos Timekeeping System. Submit payroll timesheets to the Department payroll office. |
| | 12. | Evaluate employees' performance annually noting strengths and areas of improvement. Provide guidance, counseling, training, and development as necessary to achieve improvement in performance. Work with Human Resources Department to address discipline problems and recommend written or verbal reprimand to be administered. Refer staff to Employee Assistance Program as needed. |
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| C. | 20% | Budgetary Support |
| | 1. | Coordinate all of the Division's budget activity with the Division Chair and accounting staff as required. This includes overseeing the creation and maintenance of purchasing and accounting records for all division related accounts. |
| | 2. | Oversee creation and maintenance of purchasing and accounting records for all program related accounts. |
| | 3. | Analyze current expenditures and project future expenditures to prepare monthly budget analyses and document for planning purposes for the Division. |
| | 4. | Direct the processing of reimbursement forms and payment on invoices with appropriate accounting information. Organize the necessary receipts and proof of payment as well as maintain Professional Funds. |
| | 5. | Assist in the annual budgetary planning, development, preparation, and finalization with the Division Chair and Accounting Department to meet operational needs and goals. Assist with ongoing budget administration by conducting a detailed monitoring of multiple funds. |
| | 6. | Responsible for the integrity of financial transactions ensuring compliance with University policy and procedures. According to appropriate policies and procedures, advise on preparation of and approval of travel expense reports, payment to individual reports, preparation of airfare invoices and registration fees for direct billings, and requests for travel and cash advances. Interpret current travel regulations and allowances for faculty and staff. |
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| D. | 15% | Research and Outreach Activities |
| | 1. | Primary contact for the Division of Cardiothoracic Surgery Division (back-up for Department) for UWHC Public Affairs office, clinic managers and hospital administration regarding development, preparation, and distribution of materials supporting newly-developed subspecialty clinical programs for faculty within the Division. Ensure physician's requirements are met in order to develop a subspecialty clinical program. |
| | 2. | Develop divisional programs to support the research endeavors of all faculty. This includes keeping faculty and staff apprised of new extramural support rules and regulations as well as funding opportunities, assisting with the maintenance of collaborative efforts among faculty, and communicating with NIH staff regarding grants and awards made to faculty within the Division. |
| | 3. | Manage and maintain, at the discretion of the Division Chair, multiple administrative databases for Department and Division Chairman. Extract data for use in research projects as well as for teaching purposes. |
| | 4. | Assist in the development, preparation, oversight, processing, and submission of research grants; coordinate completion of paperwork; ensure use of proper fringe and overhead rates; prepare transmittal forms; develop and process forms; authorize personnel activity accounting; monitor extramural expenditures and track cost sharing. Upon approval of grant, assist Department Research Administration with developing a process for reporting requirements and compose correspondence. |
| | 5. | Schedule work/social activities for division physicians that facilitates outreach collaboration with other physicians. This may include lecture series, visiting professorships, or other outreach that is pertinent to the education and research within the Division. |
| | 6. | Coordinate weekly divisional conference for which speakers come from around the nation. Includes scheduling, coordination with speaker and faculty schedules, funding requests and applications, setting speaker itineraries, conference announcement, maintenance of updated mailing lists, provision of assistance with travel, and submission of expenses for speaker following conference. |
| | 7. | Develop and oversee comprehensive schedules for faculty, resident, and division staff coverage for UWHC/VAH, and other campus and outreach locations. This includes coordinating patient care by coordinating referring physicians, patients, operating room staff (Meriter, St. Mary's Medical Center, UWHC) admissions department, residents, and fellows. Notify appropriate personnel of scheduling conflicts. |
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| E. | 5% | Medical Education |
| | 1. | Serves as primary liaison in managing and coordinating the Division's residency/fellowship program. This includes recruitment, preparation of ranking list to be submitted in the Electronic Residency Application System (ERAS), notifying appropriate personnel of selected candidate for the program, coordinating visa petitioning for candidates if necessary, orientation, and maintaining records with regard to his/her clinical activities to report to Education Commission for Foreign Medical Graduates (ECFMG) and American Commission of Medical Education (ACGME). |
| | 2. | Serves as the primary contact for the medical students/residents/fellows prior to arrival and is responsible for ensuring that the medical students' transition from medical school to residency goes smoothly. |
| | 3. | Coordinate teaching activities with the Division Chair, this may include preparation of presentations; the creation of handouts and flyers; preparation of manuscripts, funding applications, and poster presentations; coordinate videoconferences both locally and internationally and creating bibliographies. |
| | 4. | Oversee the maintenance, coordination, and assembly of all data required by Residency Review Committee for the Division to ensure continued accreditation as a graduate medical education program. Facilitate maintenance of records of annual operative procedures performed, records of individual resident progress reports, faculty CVs, and programs of instruction and records of research projects and facilities. |
| | 5. | Coordinate and manage the residency/fellowship program schedule to comply with ACGME work hour rules. Includes maintaining the weekly operating room case log for quality assurance; record keeping and reconciling of resident/fellow vacation time, travel, and book expenses. Communicate violations to residents, rotation directors, and program director. |
| | 6. | Serve as liaison with GME/Medical Staff Affairs coordinators. This includes review, completion, and verification of annual reappointment/termination notices and completion of personnel activity reports. |
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