The University of Texas Medical Branch VP, Health System Operations - Hospital Administration in Galveston, Texas

Min Qualifications

Master’s degree in business, healthcare or a relevant subject area. Seven years of experience in health care administration leadership position with an operational focus

Job Description:

Function: The Vice President for Health System Operations (VPHSO) reports to the Vice President and Chief Operating Officer and is responsible for providing leadership and oversight for designated operational and management activities in the following areas within the Health System: operations, budget planning and management, strategic planning, project management, facility interfaces, as well as internal and external communications. The VPHSO assumes a key leadership role in patient care delivery system development and operations across clinical enterprise, collaborating effectively with physicians and other members of the health care team. The position provides leadership and focus to assigned departments and staff leaders and aligns them with the strategic goals of the health system as well as the approved business plans.

Scope: The VPHSO has strategic and executive responsibilities for Laboratory Clinical Services, Pharmacy, Rehabilitation, Radiology, Inpatient Food Services and Clinical Dieticians, Health Care Environmental Services, Clinical Equipment, Transportation and Linen services across four hospital locations and throughout the ambulatory operation. Assumes responsibility as the health system team representative on the Environment of Care Committee and serves as a liaison for facilities and maintenance

Salary Range

Salary is commensurate with experience.

This position is in Band Code APMP 308.

Specific Job Related Duties

Position Overview:

The VPHSO reports to the Chief Operating Officer and is responsible for providing leadership and oversight for designated areas of the Health System and assigned service lines.

  • Assumes a key leadership role in patient care delivery system development and operations across clinical enterprise, collaborating effectively with physicians and other members of the health care team.

  • Responsible for operational and management activities in the following areas within the Health System: operations, budget planning and management, strategic planning, project management, facility interfaces, as well as internal and external communications.

  • Recommends, develops and implements new programmatic initiatives for assigned departments.

  • Creates programs that enhance patient safety and patient engagement.

  • Ensures that all areas meet regulatory requirements, Magnet standards, etc.

  • Discharges these responsibilities consistent with the mission statement goals and objectives of The University of Texas Medical Branch.

  • Continually evaluates potential programs and services to meet community need and to respond to physician and health system desire to provide a full spectrum of services to the communities we serve.

Problems encountered are often of a high complexity and require a broad knowledge of healthcare and healthcare administration, business planning, fiscal management, and academic integration. A high degree of analytical ability and creativity are required to independently analyze and evaluate information and then develop specific work plans that achieve the goals and objectives of UTMB.

CORE POSITION COMPETENCIES:

The Vice President for Health System Operations performs his or her job by demonstrating technical ability, understanding of job expectations and compliance with organizational policies and procedures. The Vice President for Health System Operations performs the following job responsibilities:

Administrative Leadership

  • Creates operational goals and objectives for areas of responsibility and implements strategies and measurable goals collaboratively with direct reports to achieve objectives.

  • Analyzes and monitors operational performance of assigned departments, ensuring that the areas within his/her span of control are meeting and/or exceeding external benchmarks for performance.

  • Leads, designs, initiates and participates in projects that will improve Health System operations.

  • Develops and/or implements appropriate institutional policies and procedures to enhance efficient and effective operations and delivery of services that assures satisfied patients, visitors, physicians and staff.

  • Provides project management leadership as needed and assigned.

  • Ensures safe, high quality of care/service for areas of responsibility.

  • Ensures that the principles of patient and family center care are incorporated into the operations and seeks opportunities to bring the voice of the patient into service designs.

  • Enhances operational effectiveness, emphasizing cost containment without jeopardizing patient care priorities, improvement, innovation or quality of care.

  • Leads and participates in health system-wide projects and initiatives in support of the mission and goals of UTMB.

  • Sets targets for improvements in patient services, productivity, and cost management.

  • Leads new program/service development from an operational perspective.

  • Manages and provides status reports on a regular basis to the executive team regarding projects being considered or implemented in the Health System.

  • Contributes to the establishment of a learning environment which is conducive by providing educational and research experiences to students, residents, fellows, faculty and staff.

  • Contributes to the institutional knowledge of the latest trends, practices and state-of-the-art technology as applicable to assigned areas of responsibility.

  • Ensures that areas of responsibility are managed according to industry best practices, regulatory standards, Joint Commission standards, etc.

  • Actively engages with frontline employees by dedicating time to understand their perspectives on the work environment, understand the work environment and challenges, and communicate the mission, vision and goals of the organization.

Strategic Planner

  • Participates in the development and implementation of the long-range goals and objectives of the UTMB Health System.

  • Translates strategic plans into operational action plans which guide resource allocation and the coordination and direction of clinic personnel.

  • Develops and implements strategic plans for areas of responsibility.

  • Develops and facilitates consensus among clinical and medical staff for strategic and annual operating plans to achieve UTMB’s goals.

  • Executes operationally focused tactics of business plans.

  • Develops a process to assure timely communications to stakeholders about the status of projects being planned or implemented.

  • Monitors performance of services and departments against plan goals.

  • Manages the full scope of operational department across all service sites to achieve high clinical quality, patient satisfaction and the effective and efficient use of resources through strategic growth.

Advisor

  • Demonstrates support for innovation and for organizational changes needed to improve the organization's effectiveness; initiating, sponsoring, and implementing organizational change; helping others to successfully manage organizational change.
  • Conveys confidence in employees' ability to be successful, especially at challenging new tasks.
  • Serves as an advisor to health system Leadership by providing recommendations and advice needed to support the initiatives of UTMB required in a competitive and complex health care environment.
  • Advises and counsels health system leadership on operational and performance issues for areas of responsibility.

Process Improvement Developer

  • Identifies and establishes initiatives for improving organizational performance in response to changes in the healthcare environment and operating structure, and from patient and physician feedback.
o Evaluates satisfaction data and utilizes the data to improve performance and change practices in areas of responsibility.
o Supports development of improved infrastructure to aid operational efficiency and access.
o Develops and/or implements institutional policies and procedures to enhance efficient and effective operations and delivery of services.
oEstablishes strategies to engage and align physicians and staff in achieving collaborative goals to improve quality safety service and efficiency.
  • Participates in lean training and initiatives and utilizes this knowledge throughout areas of responsibility including actively promoting continuous improvement to others.**
  • Evaluates existing processes, identify gaps, issues or risks and recommend solutions that add value to the patient experience, cost and/or efficiency of workflow.
  • Provides direction in collaboration with department chairs, physicians and key constituents for program planning, designs new initiatives, directs enhancement of existing programs, and identifies areas of growth for the institution.
  • Demonstrates a commitment to quality and excellence. Solves problems through critical evaluation of data-based information and continuous improvement efforts that lead to effective quality-based outcomes. Is expected to be able to accurately identify and diagnose an issue, identify alternatives, implement a plan, and evaluate and communicate results.
  • Develops measurable standards to assess safe, timely, efficient, effective, equitable and patient-centered care; implements service improvement plans and measures effectiveness of the service improvement.

Educator/Research Facilitator

  • Educates other department leaders and staff on process improvement initiatives and industry trends.

  • Identify the information needed to clarify or explain a situation, research the information from appropriate sources, and display information in a meaningful way.

  • Contributes to the learning environment and promotes continuing education throughout the institution.

  • Shares information, advice, and suggestions to help others to be more successful; provides effective coaching.

  • Contributes to the institutional knowledge of the latest trends, practices and state-of-the-art technology as applicable to assigned areas of responsibility.

  • Serve as a mentor to other leaders in the organization.

  • Contributes to professional body of knowledge through supporting an evidence based practice, research, innovation rich environment, and emphasizes dissemination of the organization’s findings to internal and external audiences.

  • Helps to ensure that staff members are routinely educated and comprehend how applicable laws, regulations, policies and procedures impact their job responsibilities and functions._ _

Resource Management

Capital Budget Control

  • Works collaboratively with Business and Finance leadership to monitor capital expenditures against budget and regularly reconcile with purchasing and fiscal in areas of responsibility.

  • Participates in the development of a 5-year capital plan for the Health System.

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Operational Budget Control

  • Develops and implements mechanism to forecast, prepare and manage annual operational budgets across the service lines and departments including revenue and margin projections.

  • Monitors and reports operational financial management by monthly analysis of actual versus budgeted operating margins.

  • Identifies and executes plans to improve financial performance of the organization.

  • Measures, monitors, and communicates finance and performance data against benchmark organizations. Initiates actions to improve performance based on benchmark results. Makes knowledge of resource availability is passed on to others to encourage learning opportunities.

  • Creatively works at problem resolution by evaluating budgeted and non-budgeted approaches.

  • Considers short and long-term effect of decisions.

Service Provider

  • Creates standards of excellence, builds and monitors commitment and sets an example for others to follow. Personally models UTMB Health’s values.

  • Models, acknowledges, and rewards behaviors required to achieve UTMB Health’s mission.

  • Takes responsibility and is accountable for performance. Is dependable; asks for assistance if needed. Seizes the opportunity to teach. Positively recognizes others for their contributions and does not place blame on other departments/areas when expectations are not met.

  • Creates an atmosphere of teamwork. Volunteers to assist staff by “rolling up their sleeves.” Promotes positive relationships and helps others reach their goals.

  • Identifies Health System resources or support that may assist with identified community needs.

  • Identifies what internal and external customers really value and develops systems to track and improve the customer experience.

  • Encourages on-the-spot satisfaction or resolution of patient/customer concerns. Offers all available options for satisfactory resolution. Ensures customers are fully informed and made to feel they were part of the decision(s) affecting them.

  • Establishes strong collaborative relationships with members of the Health System Leadership team, School of Medicine leadership, Business and Finance Leadership and other constituencies throughout the institution.

  • Provides a high standard of customer service to the administration, physicians, and representatives of the external organizations.

Personnel Management

  • Oversees human resource management within area(s) of responsibility.
  • Supports, counsels, develops, and evaluates subordinate staff.
  • Assures the completion of employee performance evaluations.
  • Maintains professional affiliations and enhances professional development to keep current in the latest healthcare trends and developments.
  • Assures effective staffing and optimal human resource performance.
  • Provides mentorship and professional development for direct reports.
  • Maintains a strong connection to front line staff to enhance employee engagement and ensure the management structure is supporting high quality care delivery.
  • Conveys confidence in people’s competence to do their jobs. Recognizes and rewards good performance. Respects the time and work/life issues of others. Creates an environment that inspires people to excel.

Communication

  • Works with a wide variety of internal and external contacts, including all members of the UTMB administration and employees at all levels of the Health System.

  • Collaborates with all members of the leadership team required; provide support for Health System leadership on projects as assigned.

  • Assure external and internal communications are appropriate, complete, clear and professional. Assists by drafting routine communications and assisting in the development of various presentations.

  • Assures Health System Leadership communications and initiatives are provided to directors and managers for areas of responsibility.

  • Demonstrates good interpersonal skills with all whom the incumbent interacts including hospital staff, visitors, and most importantly, patients and their families. All communications, written and verbal, should demonstrate a commitment to customer service and excellence. Incumbent must effectively send, receive, and respond to information ensuring a high level of patient care and service. Demonstrates respect and cooperative relationships in fulfilling the goals and mission of UTMB and this position.

  • Values accomplishments and shows enthusiasm and pride in the Health System’s accomplishments and recognition.

  • Demonstrates a commitment to courteous, sincere and sensitive customer service. Presents a positive and caring attitude in all interactions with patients, visitors, staff and physicians. Is patient, tolerant and accepting of diversity. Presents a positive image of himself/herself and of UTMB in all personal and telephone interactions.

  • Leverages and enhances relationships through effective communication to internal and external constituencies including: staff, local and regional nursing organizations/associations, physicians, members of the executive leadership team, the academic communities, and the overall Health System.

  • Adheres to internal controls and reporting structure.

Personal Professional Development

  • Creates a plan for personal and professional growth and monitors such plan. Is an active learner and teacher. Demonstrates awareness of personal strengths and weaknesses.

  • Seeks feedback and welcomes unsolicited feedback; modifies behaviors in light of feedback.

  • Ensures development initiatives align with or exceed UTMB Health’s desired expectations and outcomes.

Critical Interfaces:

  • Senior management of Health System, ancillary department management, Business and Finance management, Department Chairs, Department Administrators, and Medical Directors in areas of responsibility.

  • Advises and counsels on strategic initiatives, program plans and key operational issues.

  • Internal Stakeholders

  • Advises and counsels directors, managers, faculty, medical staff, department administrators, colleagues and other individuals on operational issues as well as other key matters within the scope of responsibilities.

  • External Stakeholders

  • Represents UTMB to external groups such as community groups and advisory boards, City of Galveston, County of Galveston, Texas Department of Criminal Justice and Correctional Managed Care, and managed care organizations, as appropriate.

  • Participates and is active in professional associations.

  • Acts as a liaison with Texas Medical Center.

_ _

Performance Measures:

  • The level of achievement of strategic goals and objectives for areas of responsibility.

  • The level of integration into institution-wide operations for areas of responsibility.

  • The achievement of budget/margin objectives.

  • The level of incumbent participation and contribution to team activities for UTMB Health System executive leadership, and related work teams.

  • The level of staff service, quality care, and satisfaction of patients, visitors, physicians.

  • The level of employee satisfaction and engagement as reflected in consistent levels of staffing with low turnover rates, low rate of employee grievances, and general tone of employee/employer relations.

  • The level of success in development of business plans for new programs and new program implementation to achieve the planned outcomes of the business plan.

  • The level of overall effectiveness and strength of the management team(s) for areas of responsibility as measured by various factors such as employee development, functional effectiveness, attendance at new employee orientation, completion of performance evaluations, and development and achievement of goals and objectives.

  • The achievement of quality assurance standards and Joint Commission and other regulatory agency requirements for the assigned areas.

  • The development and achievement of goals and objectives within specified target dates.

  • The development of leadership credibility with the Division Chairpersons, and their designees, and UTMB through evidence of mutual respect and trust, competency and results. Establishment of productive working relationships and channels of communication with the department’s key stakeholders including faculty, management team and staff.

  • Effective evaluation of the structure, function and performance of assigned services. Implementation of appropriate service/operational/process improvements.

  • Identification and/or evaluation of business opportunities and collaborative relationships, which will advance the vision, and goals of the overall assigned service lines.

_ _

KEY SUCCESS FACTORS:

  • Broad knowledge of modern healthcare and business administration, systems, practices and principles.

  • Knowledge of sound financial management practices, budget development and analysis as applied to modern healthcare financial management.

  • Advanced quantitative knowledge necessary to analyze data and make informed decisions.

  • Effective managerial and administrative capabilities as applied to the management of multiple programs, hospital sites and clinics.

  • Effective organizational, planning, controlling, scheduling and project management abilities:

  • Effective leadership abilities

  • Proven track record of initiating change and innovation

  • Strategic thinking, planning and problem solving

  • Developing goals and priorities for large healthcare organizations

  • Superior communication skills, both in writing and verbal presentations

  • Effective analytical ability in order to develop and analyze options, recommend solutions and solve complex issues and problems.

  • Effective human resources abilities to affect collaborative alliances, particularly with physicians, promote teamwork, and to ensure a high level of internal and external patient, physician and customer satisfaction.

  • Ability to function in a fast paced and changing environment with multiple priorities and objectives.

  • Effective business planning and implementation skills.

  • Successful experience with organized systems of care preferably in the competitive and complex environments of AMCs. Understands the relationships and funds flow between the components comprising delivery system associated with university hospital and faculty group practice.

_ _

KEY SUCCESS BEHAVIORS:

  • Participates as a member of the UTMB Health System leadership, sharing mutual goals and a common mission. Will demonstrate respect and develop cooperative relationships in fulfilling the goals and mission of UTMB.

  • Demonstrates good interpersonal skills with all whom the incumbent interacts, including hospital staff, physicians, visitors and, most importantly, patients and their families. All communications, written and oral, will demonstrate a commitment to customer service and excellence.

  • Is committed to and performs quality work contributing to high quality patient care. Assumes responsibility for his or her own actions. Meets the challenges of a changing environment and is timely in meeting his/her responsibilities. Strives to provide excellent customer service. Values accomplishments and shows enthusiasm and pride in the clinics and the organization. Demonstrates a self-directed work effort that confirms the ability to recognize personal strengths and weaknesses. Is expected to develop goals for professional growth and strive to achieve those goals.

  • Is committed to courteous, sincere and sensitive customer service. Will present a positive and caring attitude in all interactions with patients, visitors, staff and physicians. Is patient, tolerant and accepting of diversity. Presents a positive image of himself/herself and of UTMB in all personal and telephone interactions.

  • Demonstrates a commitment to quality and excellence. Problems are solved through critical evaluation of data and continuous improvement efforts that lead to high quality outcomes. Is expected to be able to accurately identify and diagnose an issue, identify alternatives, implement a plan, and evaluate and communicate results.

  • Adheres to internal controls and reporting structure.

KNOWLEDGE / SKILLS / ABILITIES:

Business Knowledge:

  • Key knowledge of modern health care administration, principles and practices within a managed care environment and/or an academic medical center.

  • Knowledge of the principles and practices of supervision and administration as applied to the management and direction of personnel within areas of accountability.

  • Effective managerial and administrative abilities as applied to the complex environment of an academic health center.


Leadership abilities:

  • Ability to implement change in a positive, sensitive and forward-thinking manner

  • Strategic thinking, planning and problem-solving

  • Developing goals and objectives, and establishing priorities

  • Self-starter with a willingness to try new ideas

  • Good judgment and ability to act decisively at the right time

  • Results orientation

Human Relations abilities:

  • Ability to build collaborative alliances and teams

  • Effective persuasion and negotiation skills

  • Effective interpersonal skills

  • Effective ability to ensure a high level of customer satisfaction

  • Flexibility and receptiveness to new and different opinions/ideas

  • Ability to create win/win solutions and relationships

  • Ability to effectively deal with conflict management and the skill to anticipate and bring issues to resolution

Analytic Skills:

  • Organization, planning, scheduling and project management skills

  • Ability to develop and analyze options, recommend solutions to solve complex problems and issues

  • Ability to identify and resolve problems with a minimum of direction


Communication Skills:

  • Effective verbal, written communication and group presentation skills

  • Design and implementation of communication program to management team

Preferred Work Experience

Experience working in an academic medical center strongly preferred.

Closing Statement

#exec

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, national origin, sex, age, religion, disability, sexual orientation, gender identity or expression, genetic information or veteran status. As a VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.

Full/Part Time: Full-Time

Regular/Temporary: Regular

Job Title: VP, Health System Operations - Hospital Administration

Job ID: 56061

Location: Galveston

Business Unit: HOSPT