Division Administrator, Spine Division

Position Summary

Under the direction of the Chief of the Division of Spine and the Department Administrator in the Department of Orthopedic Surgery at Columbia University Irving Medical Center, the Division Administrator manages the business affairs and administrative functions of the Spine Division.

Responsibilities

• Strategic Planning and Business Operations

• • Collaborate with the Division Chief and Department Administrator to establish divisional goals, strategic priorities, and operational objectives aligned with Department, University, and Hospital initiatives.
• • Assist in the development and implementation of strategic business plans supporting division growth, program development, physician recruitment, and service expansion.
• • Develop financial and operational models to support short- and long-term planning initiatives.
• • Analyze divisional business activities and present recommendations regarding growth opportunities, operational efficiencies, and resource optimization.
• • Develop, implement, and monitor administrative workflows, policies, and procedures designed to improve operational effectiveness and service quality.
• • Become knowledgeable regarding departmental, university, and hospital objectives and requirements and ensure divisional initiatives align with institutional priorities.

• Financial Management and Revenue Cycle Oversight

• • Assist in the development and management of the Division’s annual operating and capital budgets.
• • Analyze budget variances and identify corrective actions as necessary.
• • Develop and evaluate financial strategies to enhance revenue, improve collection performance, reduce denials, and control costs.
• • Oversee divisional revenue cycle operations and collaborate with billing and finance teams to optimize reimbursement and financial performance.
• • Monitor billing operations to ensure productivity, compliance, and revenue integrity.
• • Monitor practice performance and productivity through ongoing analysis of key performance indicators.
• • Run and analyze performance reports utilizing Cognos, Epic, Power BI, SharePoint, and departmental dashboards.
• • Collect, analyze, summarize, and report clinical, operational, and financial performance metrics to divisional and departmental leadership.
• • Prepare reports, executive briefings, and presentations regarding financial, clinical, operational, marketing, and development initiatives.
• • Make recommendations to leadership to increase productivity, improve operational efficiency, maximize collections, and reduce staffing costs when appropriate.

• Clinical Operations and Practice Management

• • Oversee day-to-day operations of the Spine Division, including ambulatory practices, satellite locations, patient access, and clinical support services.
• • Monitor practice volume, productivity, staffing utilization, patient throughput, and operational performance.
• • Work closely with the Surgical Scheduling Manager and physician leadership to maximize operating room block utilization and scheduling efficiency.
• • Collaborate with clinical leadership to improve workflows, patient care delivery, and operational effectiveness.
• • Ensure compliance with departmental, institutional, regulatory, and accreditation standards.
• • Participate in hospital and departmental operational improvement initiatives.
• • Ensure smooth integration and coordination of clinical, administrative, academic, and research functions across the Division.

• Human Resources and Personnel Management

• • Directly supervise administrative, clinical, research, and medical support personnel within the Division.
• • Provide oversight of site supervisors, office coordinators, academic practice coordinators, front desk staff, and clinical teams.
• • Manage staffing plans and ensure adequate coverage across all practice locations.
• • Monitor employee attendance, vacation schedules, sick leave utilization, and staffing assignments to maintain operational continuity.
• • Partner with Human Resources on recruitment, onboarding, workforce planning, compensation analysis, organizational restructuring, and retention efforts.
• • Assist in the development and revision of job descriptions and organizational structures.
• • Conduct performance evaluations and participate in employee coaching, development, disciplinary action, and performance improvement processes.
• • Develop and implement policies and procedures related to staff education, evaluation, and supervision.
• • Conduct regular staff meetings and communicate divisional and departmental priorities.

• Research, Academic, and Institutional Collaboration

• • Support the integration of the Division’s clinical, academic, and research activities into a coordinated operational framework.
• • Work collaboratively with institutional partners to support divisional academic and research initiatives.
• • Facilitate collaboration among departmental, hospital, and university stakeholders to advance divisional objectives.
• • Provide administrative support for divisional research and educational programs.

• Marketing, Development, and Community Engagement

• • Partner with Departmental, Columbia University, and NewYork-Presbyterian marketing teams to support divisional marketing initiatives, website content management, communications, and social media efforts.
• • Support public relations and community outreach activities that promote the Division’s clinical, educational, and research missions.
• • Collaborate with Development teams to identify, cultivate, and support philanthropic opportunities and fundraising initiatives.
• • Support patient-focused educational programs, community events, and outreach activities.
• • Develop strategies to strengthen referral relationships and promote growth across all clinical locations.

• Patient Experience and Quality Improvement

• • Monitor patient satisfaction metrics and service performance indicators.
• • Investigate and assist in resolving patient concerns and complaints in collaboration with clinical leadership.
• • Develop and implement initiatives designed to improve patient experience and service excellence.
• • Support quality improvement, process improvement, and patient-centered care initiatives.

• Administrative Leadership

• • Represent the Division in departmental, hospital, university, and external meetings as required.
• • Interface with hospital leadership, service line administrators, faculty, and departmental management to support divisional performance and strategic objectives.
• • Maintain close collaboration with finance, billing, human resources, marketing, facilities, information technology, and administrative departments.
• • Partner with NYP service line leadership and Och Spine Hospital stakeholders on strategic and operational initiatives.
• • Strive to add value through leadership, teamwork, communication, accountability, and continuous process improvement.
• • Perform other duties as assigned.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience, plus five years of related experience

Preferred Qualifications

• Master’s degree in Healthcare Administration, Business Administration, Public Administration, Public Health, Nursing, or related field.
• Knowledge of Orthopedic Surgery and Spine practice operations.
• Experience managing ambulatory and/or surgical specialty practices.
• Knowledge of professional billing, revenue cycle management, and physician practice operations.
• Clinical operations experience in outpatient, inpatient, perioperative, or surgical settings.
• Experience with philanthropy, development, or fundraising activities.
• Experience working within academic medical centers and complex healthcare organizations.

Other Requirements

General Skills

• Strong leadership and supervisory abilities.

• Strong organizational, analytical, and communication skills.

• Ability to manage multiple priorities and complex projects simultaneously.

• Strategic thinking and problem-solving capabilities.

• Expertise in healthcare operations, physician practice management, and performance improvement.

• Strong financial management and revenue cycle knowledge.

• Ability to analyze operational, financial, and clinical data and develop actionable recommendations.

• Demonstrated ability to build collaborative relationships across departments and institutions.

• Commitment to excellence in patient care, service delivery, and team development.

Minimum Computer Skills