SUMMARY STATEMENT:
As one of our Hospital System Finance Managers, reporting to the Hospital System Assistant Director of Budget & Finance, you are part of the team who manages the budgeting, financial planning and operational finance for a $3 billion annual operating budget that includes 3 hospitals and over 600 cost centers. Responsibilities include:
- Develop annual cost centers budget, review and analyze monthly budget variance and trends, identify opportunities to realign cost centers to budget
- Obtain, validate and analyze data for resource, expenditure, capital, strategic planning requests, and present analysis results
- Maintain position control, review cost center labor metrics, and assist cost centers with maintaining resources within metrics
- Work with cost centers to identify opportunities for efficiencies, utilize project management skills to prioritize and implement system, tool, process and other initiative, establish metrics and benchmark to measure progress and success
- Build relationships with cost centers and become their trusted financial advisor
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TYPE OF SUPERVISION RECEIVED:
Under general supervision of the Assistant Director and Director of Finance & Budget
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Amount
of Time |
Duties and Tasks
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| 20% |
A. ANNUAL BUDGET
- Develop and complete in-depth and complex annual operating budgets for assigned cost centers timely. Meet with cost center heads to resolve budgeting issues. Prepare, monitor and manage cost center budgets
- Prepare financial analyzes of workload, revenue, Campus recharges, expenses, FTE, salary and non-labor expense, and complete the operating budgets for assigned areas
- Input/upload annual budget in EPSI providing the supporting details and notes for tracking purpose and make the necessary budget adjustments as warranted
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| 20% |
- MONTH END
- Coordinate with General Accounting to identify transactions that necessitate re-class journal entries to ensure the alignment of expenses with the budget
- Prepare financial analyzes of issues regarding workload, revenue, Campus recharges, expenses, FTE, salary and non-labor expense.
- Review and analyze the monthly budget variances, discuss with Cost Center Lead to understand and validate rationale, prepare monthly pre-close variance explanation for the assigned cost centers, highlighting potential problems or issues for further analysis and resolution.
- Ensure cost centers complete monthly budget variance explanations accurately and completely
- Review cost centers 'variance explanations on a monthly basis and identify the revenue and expenditure trends in the individual cost centers as well as in the larger perspective
- Illustrate and analyze the workload, revenue and expenditure trends in the individual cost centers as well as in a larger perspective
- Identify areas that can be improved (actuals vs budget and actual vs prior period actual) and work with cost center leaders and Finance to implement changes where possible.
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| 20% |
- COST CENTER SUPPORT
- Work closely with the directors of assigned cost centers to identify and monitor any financial and budgetary implications to their cost centers due to operational changes or the implementation of new systems
- Work with cost centers to identify opportunities for efficiencies, utilize project management skills to prioritize and implement system, tool, process and other initiative, establish metrics and benchmark to measure progress and success
- Build relationship with Cost Center, through monthly meetings, and minimum annual on-site visit, to gain better operational understanding
- Provide on-going analytical support to assigned cost centers
- Meet with cost center staff and/or leader to resolve financial issues
- Lead mid-year review with assigned cost centers, to review year to date, understand future state, and provide feedback on financial sustainability
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| 10% |
- LABOR MANAGEMENT
- Validate and analyze data provided by cost center in support of resource request (e.g. volume, FTE, overtime, budgeted positions, position control, union status, staffing ratio, pay scale, productivity), provide analysis results to leadership
- Monitor FTE and payroll expense trends for assigned cost centers. Collaborate with Cost Center, Payroll, UCPath, and General Accounting to identify and report necessary payroll transfer.
- Ensure cost centers report Temps timely and accurately
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| 10% |
- POSITION CONTROL
- Work with Cost Center to maintain and realign Position Control to the actual FTEs
- Work with cost centers to ensure their FTEs are within Budget/Position Control or are reasonably explained.
- Maintain Position Control database for assigned areas, and work with cost centers to resolve inconsistencies.
- Distribute Position Control reports to assigned cost centers every two months, and resolve discrepancies
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| 5% |
- CAPITAL
- Validate and analyze data provided by cost centers in support of capital expenditure request (e.g. current volume, current FTE, current equipment, review of contract for maintenance cost, minimum volume required, consumables, financing terms) and provide results of analysis to Capital Lead prior to capital committee
- Prepare financial analyses and analyze complex issues regarding project expense, project capital, capital equipment, depreciation, amortization, lease schedules.
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| 5% |
- FINANCIALS
- Prepare joint venture financials, provide quarterly journal entry amounts and provide to General Accounting, notify venture partners of quarterly results
- Prepare financial calculation for financing arrangements such as joint venture, cap and subcap agreements.
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| 5% |
- STRATEGIC PLANNING
- Support strategic planning and decision-making through the analysis, presentation and distribution of internal and external data
- Review the proposed business plans and validate the assumptions before they get submitted to senior leadership for approval
- Validate data provided by cost center in support of Return On Investment (ROI) (e.g. cost and revenue data, staffing ratio, current financial trajectory, return on investment and payback); provide analysis results to ROI Lead prior to ROI meeting.
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| 5% |
- TRAINING / OTHER
- Participate in training sessions offered by the Budget Office
- Identify and report training needs to supervisor
- Deliver training to Cost Center (e.g. explain variances in EPSI, resource request process, ROI, Capital)
- Contribute towards development of training material
- Perform other projects and analyzes as assigned
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| At all times |
- PERFORMANCE IMPROVEMENT
- Promote and develop a continuous improvement culture across the business
- Participate in quality studies through data collection and dashboard data collection
- Make recommendations and take actions to improve structure, system or outcomes
- Identify improvement opportunities, report such opportunities to supervisor, contribute towards development and roll-out
- Adhere to current organizational Performance Improvement priorities
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| At all times |
- INSTITUTIONAL AND PROFESSIONAL STANDARDS
- Demonstrates understanding of institutional and department specific emergency management procedures / responsibilities to maintain personal, patient, and co-worker safety, maintains competencies in these areas, and participates in disaster/emergency related exercises and education.
- Demonstrates adherence to the requirements for using the electronic health record
- Knowledge and adherence to Infection Control and Environment of Care Guidelines and Procedures as described in the annual education module
- Comply with HIPAA and Confidentiality Policies and Procedures as they apply to the job
- Comply with Department of Public Health (DHP), the Joint Commission and other accreditation and regulatory agencies standards
- Adhere to all Hospital Policies and Procedures
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| At all times |
- BEHAVIOR
- Work on increasingly large-scale, enterprise-wide change management projects from a Finance Perspective
- Work independently under pressure on multiple projects and prioritize tasks by making critical and reasoned judgments and accomplish projects accurately and on a timely basis
- Solve problems innovatively and from diverse perspectives.
- Develop and nurture relationships with Hospital System Associate Directors, department directors, managers - demonstrate effective interpersonal and communication skills. Work with them to move growth initiatives forward and identify possible efficiencies.
- Comprehend, interpret and accurately represent financial reports and technical documents. Write concise, logical and grammatically correct communications and reports. Make effective presentations. Manage own time and schedules to meet project deadlines.
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UCLA C-I-CARE/Patient Experience Practices: MY COMMITMENT TO CARE
- Observe and practice all the Service Standards listed in the World Class Practices (which I have read and signed).
- Practice C-I-CARE when interacting with patients, their families, visitors, or internal customers.
- Connect with the patient and family members by addressing them as Mr./Ms., or by the name that they prefer.
- Introduce yourself and your role.
- Communicate what you are going to do, how long it is going to take, and how it will impact the patient.
- Ask and anticipate patient and/or family needs, questions or concerns.
- Respond to patient and/or family questions and requests with immediacy.
- Exit courteously and/or with an explanation of what will come next (or when you will be back to check on them).
- Practice C-I-CARE phone etiquette during all phone interactions
- Always exercise courtesy whenever patients, family members, visitors and co-workers are present.
- Respect privacy and dignity of our patients, family members, visitors and co-workers.
- Maintain professionalism in the presence of patients, their families, visitors and co-workers
- Observe departmental Patient Experience plan, competencies and practices.
- Act as a role model, verbally and behaviorally demonstrating skill, enthusiasm, positive problem solving, commitment and loyalty to the profession and the organization.
- Participate in positive problem solving by providing suggestions and possible solutions to identified concerns/problems in the work place.
- Comply with Health System Workplace Conduct Policy
- Engaging in disruptive behaviors that interfere with or prevent normal work functions or compromise patient safety, including passive or active behaviors will not be tolerated as stated in the HS Workplace Conduct Policy.
- Comply with Health System Dress Code Policy and practices
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