Administrative Program Director

Job description

1. Operations Management, Program Development, and Strategic Planning
• Provide strategic oversight and operational leadership for the Division of Cardiovascular Medicine and the Knight Cardiovascular Institute (KCVI), supporting approximately 155 faculty and staff.
• Supervise and support the administrative manager to ensure efficient administrative and business operations.
• Promote cross-training and flexible personnel deployment to meet emergent needs, in collaboration with unit managers.
• Structure workloads and monitor productivity to ensure high-performance outcomes.
• Identify operational inefficiencies and drive continuous process improvements.
• Foster a proactive and responsive employee relations environment, addressing staff concerns to enhance satisfaction and performance.
• Serve as a liaison with other university departments and programs to support mutual operational objectives.
• Define and promote core competencies, evaluate training needs, and manage workforce development.
• Lead recruitment, onboarding, supervision, performance management, training, disciplinary actions, and terminations in alignment with policies.
• Analyze and optimize business and administrative processes to improve operational quality and cost-efficiency.
• Oversee all administrative activities in the Division office, including policy enforcement and procedural updates.
• Manage facilities and equipment, including space planning, maintenance, compliance, and utilization in collaboration with the Department of Medicine.

2. Human Resources Management and Administration
• Manages and oversees human resources activity for the Division’s employees in order to achieve Divisional and Departmental goals and objectives.
• Hires, promotes, counsels, trains, supervises, and reviews Division staff.
• Monitors and modifies staff workflow. Enforces administrative policies and procedures.
• With HR support and guidance as needed, handles disciplinary actions and dismisses personnel when necessary.
• Oversees creation of work schedules, including inpatient faculty call schedule and ambulatory clinic schedules.
• Monitors faculty and staff satisfaction with the goal of reducing burnout and turnover.
• Oversees recruitment of new staff and faculty, including privileging and credentialing, medical licensing, and new hire paperwork.
• Maintains strong working relationship with both departmental and central Research Office, and Contracts and Grants office to expedite processing of information

3. Finance, Revenue Cycle, and Philanthropy Management
• Lead financial operations for the Division and KCVI, including budget projections, clinical service line analysis, faculty compensation, productivity monitoring, and revenue/expenditure oversight.
• Manage a total operational budget of $49M for FY26 (excluding research, foundation, and special accounts).
• Maintain a comprehensive financial planning model across all KCVI accounts and provide transparent reporting for leadership.
• Develop and implement financial models, forecasts, and cost-benefit analyses to support decision-making and strategic planning.
• Identify and cultivate new revenue streams to support divisional growth.
• Establish and maintain partnerships with internal and external stakeholders (DoM, SoM, OHSU Hospital, VA, etc.) to drive financial success across clinical, research, and educational domains.
• In partnership with the DoM, manage faculty compensation planning and reporting.
• Ensure divisional financial benchmarks and goals are consistently met.
• Oversee stewardship of ~$29M in foundation funds (Endowed and Spendable), ensuring alignment with donor intent and reporting requirements.
• Collaborate with Section Heads, Division Head, and foundations to position the Division for future philanthropic opportunities.

4. Research Program Oversight (Basic, Translational, and Clinical Research)
• Serve as the administrative leader for research in partnership with physician and program directors to expand KCVI’s research portfolio.
• FY24 total research funding = $18.54M: ~$14M Industry, ~$3.77M NIH, ~$0.36M foundations.
• Lead financial evaluation and development of research initiatives, optimizing partnerships and resource allocation across departments.
• Mentor and supervise grant administration staff; oversee onboarding of new PIs and support growth in grant activity.
• Develop policies and procedures for research support infrastructure, ensuring appropriate allocation of resources to PIs.
• Ensure regular financial reporting and projections for PIs to manage expenditures and reallocate funds effectively.
• Provide administrative oversight for educational programs, including medical students, residents, fellows, and faculty development.

5. Clinical Operations and Education Programs Oversight
• Oversee faculty clinical assignments, revenue cycle operations, and administrative functions related to clinical programs.
• Evaluate and support growth opportunities for clinical services in collaboration with leadership teams, including HVSL and Section Heads.
• Convene monthly and ad hoc clinical operations meetings with key stakeholders.
• Provide leadership to the KCVI Education Office in partnership with the Education Manager and ACGME Program Director.
• Assist with evaluation and development of new educational initiatives and programs.

6. Special Projects and OHSU Collaborations
• Participate in special projects and institutional initiatives as assigned by Division, KCVI, and DoM leadership.
• Share institutional knowledge and best practices to support strategic connections and collaboration across OHSU.

7. Professional Responsibility
• Pursue ongoing professional development to maintain and enhance subject matter expertise.
• Model integrity and ethical behavior to uphold divisional and institutional values.
• Foster trust and collaboration through effective communication, mutual respect, and consistent follow-through.
• Master’s degree in Public Health or Administration, Business, or related field Experience:
• At least 7 years of progressive healthcare experience
• At least 7 years’ experience in leadership roles, managing a diverse group of office management personnel, and experience with general and complex Human Resource issues as well as labor relations experience.
• Strong knowledge base in ambulatory management, organizational development, managed care strategy, strategic planning, financial analysis, research methodologies, and philanthropic activities.
• Strong interpersonal and team building skills.
• Must be innovative and capable of independent action and decision making.
• Experience managing different groups of people with different missions.
• Development and maintenance of effective relationship with medical and administrative staff required.
• Ability to communicate effectively in writing and verbally.
• Ability to remain calm and poised in urgent situations.
• Ability to exercise initiative, judgment, problem solving and decision-making.
• This position is responsible for staying current on regulatory, billing, compliance and reimbursement trends, ensuring that the practice anticipate change, prepare in advance and monitor operational outcomes.
• This position must have the skill in analysis, development of comprehensive reports and interpretation of complex data.
• This position must be able to set priorities and avoid crisis management.
• This position must be able to organize policies, procedures, systems and objectives.
• Must understand fiscal management and human resource management techniques.
• Independent problem solving and information gathering required.
• Comfort level juggling many tasks and priorities is essential for the successful candidate.
• Must be able to set priorities and be assertive.
• Strong interpersonal and written communication skill required.
• Excellent working ability in Microsoft Office software in a computer networked environment. Advanced skills in: word processing (Word), spreadsheets (Excel), database systems, presentation preparation (PowerPoint) and other business administration tools.
• Oracle system experience necessary. In addition, Power BI reporting, Crystal reports, Kronos, and Cognos system experience required.
• Experience with Hospital Based Billing and UMG billing and subsequent systems necessary
• Experience with research grant management, clinical trials, grant development, submission and management preferred.
• Experience in Cardiovascular Medicine/Internal Medicine, Ambulatory Care, Academic Medicine.
• Knowledge of OHSU systems and processes.
• Experience with University and Faculty Practice Plan processes preferred.
• Master’s degree in Public Health or Administration, Business, or related field Experience:
• At least 7 years of progressive healthcare experience
• At least 7 years’ experience in leadership roles, managing a diverse group of office management personnel, and experience with general and complex Human Resource issues as well as labor relations experience.
• Strong knowledge base in ambulatory management, organizational development, managed care strategy, strategic planning, financial analysis, research methodologies, and philanthropic activities.
• Strong interpersonal and team building skills.
• Must be innovative and capable of independent action and decision making.
• Experience managing different groups of people with different missions.
• Development and maintenance of effective relationship with medical and administrative staff required.
• Ability to communicate effectively in writing and verbally.
• Ability to remain calm and poised in urgent situations.
• Ability to exercise initiative, judgment, problem solving and decision-making.
• This position is responsible for staying current on regulatory, billing, compliance and reimbursement trends, ensuring that the practice anticipate change, prepare in advance and monitor operational outcomes.
• This position must have the skill in analysis, development of comprehensive reports and interpretation of complex data.
• This position must be able to set priorities and avoid crisis management.
• This position must be able to organize policies, procedures, systems and objectives.
• Must understand fiscal management and human resource management techniques.
• Independent problem solving and information gathering required.
• Comfort level juggling many tasks and priorities is essential for the successful candidate.
• Must be able to set priorities and be assertive.
• Strong interpersonal and written communication skill required.
• Excellent working ability in Microsoft Office software in a computer networked environment. Advanced skills in: word processing (Word), spreadsheets (Excel), database systems, presentation preparation (PowerPoint) and other business administration tools.
• Oracle system experience necessary. In addition, Power BI reporting, Crystal reports, Kronos, and Cognos system experience required.
• Experience with Hospital Based Billing and UMG billing and subsequent systems necessary
• Experience with research grant management, clinical trials, grant development, submission and management preferred.
• Experience in Cardiovascular Medicine/Internal Medicine, Ambulatory Care, Academic Medicine.
• Knowledge of OHSU systems and processes.
• Experience with University and Faculty Practice Plan processes preferred.