Director of Administration, Department of Surgery

Location

Hamilton, ON | Canada

Job description

Schedule Monday to Friday
Education Level Master's degree in related field
Career Level 5-10 year's mangerial experience in academic or health care environment

About McMaster University

Ranked as one of the world’s top 70 universities, McMaster University is known for teaching and research excellence. Our purpose is the discovery, communication, and preservation of knowledge. We seek to create a Brighter World through research, focussed on the health and well-being of all. Through our teaching, research, and scholarship, we are committed to creativity, innovation, and excellence. We value integrity, quality, inclusiveness, and teamwork in everything we do. We inspire critical thinking, personal growth, and a passion for lifelong learning. We serve the social, cultural, and economic needs of our community and our society.

About the Department of Surgery

Over its 50+ year history, the McMaster Department of Surgery has maintained a steadfast commitment towards thinking big and making it possible.

We are a department with 11 surgical divisions and Royal College residency training programs; together, we are poised to unleash a future fueled by a creative mindset and powered by our people.

The McMaster University Department of Surgery aspires to maintain its reputation as a leading department in academic surgery, both nationally and internationally. The Department is internationally renowned for its research collaborations and innovations that are transforming surgery and medical training, establishing new frontiers in medicine and expanding the boundaries of surgical expertise. Each of our Royal College accredited surgical programs focuses on educating and training surgeons in an environment of cutting-edge technology and emerging methodologies. Our faculty, fellows, residents, medical students and research staff are involved in research that impacts the lives of millions of individuals, transforming surgical care. On top of world-leading research and outstanding educational resources, we are committed to integrating innovative clinical care to our everyday practice.

The successful candidate will bring a positive, solutions-focused mindset, as we collectively work towards achieving the Department Vision. This Vision is based on 6 core tenets:

CREATE

Culture that includes

Research that impacts

Education that inspires

Advancement for all

Transformation through innovation and entrepreneurship

Excellence in patient care

New Leadership Opportunity

The Department of Surgery, within the Faculty of Health Sciences is seeking a Director of Administration . The Director of Administration is the senior administrator in the Department of Surgery and provides operational management of the department and the McMaster Surgical Associates (MSA) and McMaster Pediatric Surgical Associates (MPSA) in support of their mandate in teaching, research, and clinical activities. The Director of Administration provides administrative and operational leadership, all strategic planning in both academic and research activities and is a resource to the staff, Faculty members and Faculty wide initiatives. The incumbent is responsible for the overall operational management and administration of the financial, human resources and physical resources of the Department. Accountable to the Department Chair and the President of MSA and MPSA, the Director of Administration supports the Chair and Presidents and at their discretion, may represent them in discussions with the Vice Deans Education and Research and the Chief Operating Officer, Clinical Services.

The Director of Administration will interact with the administration of the Teaching Hospitals according to their area of specialty in matters that affect department operations. The Director of Administration is expected to negotiate and manage inter-institutional relationships. In carrying out their responsibilities, the Director of Administration collaborates as required with the senior administrative staff of the Faculty of Health Sciences, Hamilton Health Sciences and St. Joseph’s Healthcare Hamilton.

Core Accountabilities:

Financial Management within McMaster, MSA, MPSA and with Partner Institutions ($55 Million approximately)

• Develops business plans and financial plans for education, research, and clinical activity for the department and MPSA and MSA
• Develops, monitors, and implements department, Faculty, MSA and MPSA financial policies and procedures
• Develops, reports, monitors, and manages multiple budgets according to multiple institutional policies, procedures, and funding requirements
• Develops compensation packages for new faculty and MSA and MPSA members
• Negotiates funding support for salaries and/or infrastructure with hospitals and other funding agencies
• Responsible for all Surgery AFP funding with regular reporting to the Ministry of Health, Ontario Medical Association (OMA), Hamilton Academic Health Sciences Organization (HAHSO) and MSA and MPSA members
• Develops and maintains model for distribution of funds based on teaching and research contributions, including refining of policies and roles for distribution

Clinical Operations

The Director of Administration is responsible for management decisions surrounding clinical operations such as the relocation of existing programs or the development of new programs/operations. This participation includes the planning of space needs, developing budget and staffing plans with hospital administration to meet educational, research and clinical needs. Within the department there are ongoing responsibilities to ensure that the Clinical Practice Plan is structurally sound and financially viable.

• Primary responsibility for financial viability of the Clinical Practice Plan and ultimately the Department, as well as managing AFP effectiveness, deliverables, and outcomes.
• Manages the Clinical Practice Plan monitoring the effectiveness of the plan for the department and for its members and ensures solvency.
• Negotiates multi-sourced annual personnel agreements of income, expenses, and target billings with each faculty member. Each of these agreements is individual and has site and subspeciality complexities.
• Approves all faculty expenses and has primary responsibility for all faculty salary decisions based on revenue and expense variations.
• Responsible for analyzing billing trends and working with physicians and Regional Medical Associates to maximize billing revenue.

Strategic Planning

The Director of Administration plays a key role with the Department Chair and MSA and MPSA Presidents in strategic planning not only in their respective Departments and Association, but also within the Faculty of Health Sciences as an organization and within the broader health services environment. The following illustrates the major elements of this activity:

• Works with the Chair to bring into balance Faculty expectations of the department in research, academic and clinical activities.
• Member of the MSA and MPSA Executive Committees, as well as HAPA. One main responsibility of HAPA is negotiation with the Ministry of Health and Long-Term Care (MOH) for subsequent phases of the Alternate Funding Plan.
• Provides critical analysis of matters affecting the department and MSA and MPSA utilizing a depth of understanding of the health sciences education, research, and clinical environment (internal and external).
• Collaborates with the Chair in formulating strategic plans that meet the needs of the Department, MSA and MPSA, the faculty and each respective hospital, thus contributing to the shaping of the roster of faculty member and physicians in the department.
• Contributes to strategic thinking for development and implementation of new ventures of strategic importance to the department, MSA and MPSA and the Faculty.

Operational Management:

The Director of Administration is responsible for ensuring that the Department is managed in an effective and efficient manner. The incumbent designs, implements, monitors, and evaluates all infrastructure activities of the Department and MSA and MPSA including faculty recruitment, promotion, human resource, finance, research, and teaching activities.

• Develops recruitment and staff/faculty management strategies with the Chair and MSA and MPSA President and senior management at each teaching hospital.
• Contributes to the decisions involving clinical, research and academic programming.
• Primary responsibility for ensuring that occupation health and safety policies and training are followed through various processes by both faculty and staff in wet/dry lap environments and office areas.
• Responsible for the design and development of appropriate database tools for tracking of all academic information, including education and research contributions for all members of the Department.
• Ensures Department Chair is attuned to all University policies and procedures as it relates to each project in the Department.

Inter-institutional Management

The Director of Administration role involves managing various programs and relationships that extend across different institutions due to partnership agreements. This includes:

• Interactions between the University Department Chair and Hospital Chief.
• Negotiating shared costs with teaching hospitals within Hamilton and the region.
• Negotiating and overseeing shared responsibilities for recruitment, space, and infrastructure between McMaster University and each teaching hospital.
• Overseeing collaborative research agreements with other Canadian universities.
• Interact with the Ministry of Health and Long-Term Care, College of Physicians and Surgeons of Ontario, Regional Medical Associates and coordinate with specialty-based organizations like the Canadian Association of General Surgeons (CAGS) and the Canadian Orthopedic Association (COA) across the 11 divisions within the Department.

Human Resource Management :

The Director of Administration has primary responsibility for managing all human resource activity within the Department.

• Manages recruitment, promotion, and human resource functions for a diverse group of faculties including basic scientists, clinicians and part time faculty, Adjunct, speakers (Undergraduate presenters).
• Manages all human resource functions for all staff in the department, including managing performance standards for staff, mediating conflict, between both staff and faculty and the disciplinary process, working within the appropriate collective agreements.
• Develops and implements recruitment, retention and succession planning strategies for staff, faculty and MSA and MPSA members, including creation of new staff positions and initiating re-evaluation of existing positions as necessary.
• Ensures faculty supervisors operate within the relevant Collective Agreements.
• Primary responsibility for monitoring and supervising the university promotion and tenure at the Department level and advising the Promotion and Tenure Committee of opportunities in this area.

Physical Resource Management:

The Director of Administration plays a key role in physical resource management within Health Sciences as well as at other sites and teaching hospitals. The following identifies the most important elements:

• Negotiates and ensures optimal space utilization within the department, across multiple sites including Hamilton General Hospital, Juraviniski General Hospital, St. Joseph’s Healthcare Hamilton, MUMC, McMaster Children’s Hospital and SJH Community Health Centre.
• Facilitates proper office facilities for each full-time faculty member, negotiating with the hospital as necessary to ensure compliance with the Twiss Agreement, University/Hospital Affiliation Agreements as appropriate.
• Represents the department and MSA and MPSA on space planning activities with each respective academic hospital institutions.

Education and Administrative Support:

The Director of Administration has primary responsibility for managing the infrastructure and supporting the educational activities within the Department. Clinical clerks rotate through several of the Departments on an ongoing basis and the Director in each Department is ultimately responsible for ensuring that the student placements are completed and that faculty supervisors complete the necessary evaluations in a time fashion. Surgery has two clerkship programs in General Surgery and Orthopedic Surgery for the undergraduate programs as well as clerks from the physician assistant program. Education Activities include:

• Primary responsibility for negotiating the financial aspects of the clinical fellow year.
• Strategic planning with regards to staffing and residents at each of the Clinical Teaching Units (CTU’s) at each respective teaching hospital (both within and outside of Hamilton).
• Ensures adequate support, information and staff resources are provided to facilitate the accreditation processes of all education programs.
• Manages the accreditation process and ensures recommendations are continuously brought forward to the appropriate individuals for implementation. Also participates in Hospital accreditation process.
• Supervises staff Program Associates for the placement of all students and trainees and the overall training within the department, working collaboratively with both the McMaster Postgraduate Education Office and the various Mission offices/government involved.
• Manages the budgets for the undergraduate, postgraduate residency programs. Surgery receives the bulk of its residency funding from the Pool C residents.
• Manages scholarship awards (e.g., RMA scholarships for Residents, CIHR studentships)

Research Administrative Support:

The Director of Administration is responsible for the administrative support of research activity within the Department. The following identify the most important aspects of this activity:

• Identify new opportunities for research collaborations, including development of research project budgets in collaboration with Health Research Services (HRS).
• Negotiates with external funding agencies.
• Manages all research accounts and grant funding in collaboration with the Faculty Finance Office.
• Informs faculty of various grant timelines in conjunction with Health Research Services (HRS).
• Responsible for reporting research information/accounting to various funding agencies in cooperation with other Faculty offices (e.g., Finance).

Special Projects:

The Director of Administration is expected to lead or participate in special projects for any number of institutions/organizations (Faculty of Health Sciences, McMaster University, Teaching Hospitals, MSA and MPSA and other health care organizations). Examples include:

• Department – Departmental Review documents and Merit
• Faculty – New Manager Orientation, FHS representative in Hospital Emergency Planning Committees (SJH Charlton campus, Hamilton General campus)
• MSA and MPSA – Bylaw development, revision and AFP expansion

Are you the right candidate?

This role requires 5-10 years of managerial experience in an academic health sciences centre and/or health care organization with appropriate experience in human resources and financial management.

The ideal candidate will hold a Master’s degree in a related field and will have progressive professional, management and technical experience, preferably university administrative experience, particularly in a health professional program. The preferred candidate will have proven financial management and human resources skills as well as excellent organizational, planning, communications, and interpersonal skills. Familiarity with University structure, policy and administrative systems, hospital administrative experience and medical group management experience would be a definite asset.

The ideal candidate will also possess knowledge of the following:

• Current management theories and best practices
• Labour relations, WHMIS, Occupational Health and Safety legislation
• Various unions and their respective collective bargaining agreements
• Immigration legislation when recruiting foreign faculty members
• Ministry of Health policies with respect to recruitment of foreign physicians
• Provincial and federal licensing regulations (College of Physicians and Surgeons of Ontario)
• Regulations of licensing bodies (i.e., the Royal College of Physicians and Surgeons of Canada) for placement and rotation of residents and interns and adhering to the curriculum requirements for each of the professional programs
• OHIP regulations and procedures; Regional Medical Associates policies
• Canadian health care system and health research environment, hospital administration, medical group administration, health care planning
• Accounting Principles and CRA guidelines

Important Considerations

• This position will be hybrid, with flexibility to work remotely based upon operational needs. The role require on-site presence at the Department of Surgery Administration office at Institute of Applied Health Sciences (Main Street campus), as well as Hospital sites within Hamilton Health Sciences and St. Joseph’s Healthcare Hamilton. Flexibility outside of regular business hours is required.

What We Offer
In addition to joining a top ranked university, McMaster offers a very competitive total compensation package that includes but is not limited to:

• Employer Paid benefits such as Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance.
• Participation in a Group Retirement Savings Plan.
• Training, coaching and professional development opportunities
• Employee tuition assistance for continuous development and education
• Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning
• Progressive paid annual vacation plan

To apply for this job, please submit your application online.

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

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