Associate Administrator

Reporting to the Department Administrator, the Associate Administrator provides administrative support and leadership to a single or multiple Divisions under the auspices of an MCVP Administrator and/or Division Chair.

The Associate Administrator consults, advises and assists practice management in providing leadership and direction by performing a combination of the following: financial reporting/management; budget development/monitoring; grants management/administration; physical plant maintenance/space planning; and human resources management. Provides staff supervision while promoting a diverse, equitable and inclusive culture.

The Associate Administrator maintains current knowledge of all state and federal laws and regulations and University and Health System policies and procedures. The Associate Administrator ensures that all grants and contract awards are implemented, and reporting requirements are conducted in accordance with established University and sponsoring agencies requirements.

The Associate Administrator works closely and in collaboration with different Divisions, physicians, VCU and VCUHS management and administrative personnel.

Essential Job Statements:

Reporting Relationships:

The Associate Administrator reports directly to the Department Administrator, with a dotted line relationship to the Division Chairs/Chiefs if applicable.  

The Associate Administrator works collaboratively with Ambulatory Leaders, Nursing Directors, and other VCUHS and VCU leadership. The Department Administrator works with the Associate Administrator, with input from Division Chairs/Chiefs and Department Chair if applicable, to set annual performance objectives and conduct the annual performance review. 

Human Resources Management  

• Oversees all human resources functions within the Division(s) and serves as the liaison and contact for all human resources matters. Collaborates with VCUHS Human Resources and the HR Business Advisory team to assist in the design, develop, and implement equitable and inclusive strategic and operational human resource management practices for the department. 
• Manages, supervises and directs assigned administrative/support staff to include determining staffing needs, recruitment, hiring, work assignments, performance evaluation, disciplinary/corrective action and employee training and development.  
• Participates in faculty recruitment for the Department which includes developing pro-formas to assess financial/program impact of new faculty and services; recruitment, advertising, hiring and relocation of new faculty, participating in onboarding new faculty; handling and verifying contracts and agreements; working in collaboration with VCU Human Resources in the administration of the annual faculty salary process, and working with the MCVP compensation plan team; and assisting faculty and other providers in the credentialing process and professional liability verification.  
• Assists with productivity analysis and accountability of Division faculty.  
• Communicates with providers and divisional staff to ensure all remain up to date on current health system policies.  
• Works with the Office of the General Counsel and the VCU Office of Immigration Services as needed on visa issues and all related matters for existing/prospective employees from other countries.  
• Prepares and handles all related paperwork and documents.  
• Administers VCU/VCUHS Human Resources policies and procedures.  
• Serves as the Division’s liaison with VCU and VCUHS Human Resources.  
• Prepares and coordinates all required human resources paperwork.  
• Adjusts provider work efforts to ensure illustrations appropriately reflect clinical work expectations of faculty.  Collaborates with the MCVP’s compensation team to address compensation requests. 
• Responsible for oversight and compliance for education programs in the specialty for which the associate administrator oversees. 
• Works with respective program directors to incorporate house staff into the care model for patients.  

Financial Management  

• Maintains financial controls for all sources of funds to ensure solvency and compliance with University and Health System policy and accounting regulations and state and federal law.  
• Assists with the development and maintenance of divisional operating budget using the requisite financial accounting systems.  
• Collaborates with division leadership in order to implement an equitable and financially sound operating budget. Monitors expenditures and revenue.  
• Performs statistical analysis for forecasting. Assists with long range financial planning and projection of revenue and expenditures.  
• Manages and maintains all operating accounts.  
• Oversees all financial aspects of the division(s) to include travel, accounts receivables, and purchasing. Reconciles all accounts and researches and resolves variances.  
• Collaborates with internal and/or external third-party partners in the equitable and effective management of the revenue cycle operations. Works with providers to ensure appropriate documentation for clinical activity is consistent with MCVP and Compliance Services policies.  
• Prepares financial statement and reports. Presents financial reports to the Administrator and Division Chairs.  
• Establishes and monitors internal controls of divisional administrative staff as it relates to financial affairs. 
• Assists ambulatory team, as needed and appropriate, in the development of business plans to maintain clinic capacity, expansion, and capital requests. 

Grants Administration  

• Directs and oversees contract and grant acquisition, written proposals, budget preparation and administration and monitoring of funds to ensure university, state and federal requirements and regulations are met.  
• Administers activities that are necessary to the application and management of grant programs focusing on the fiscal and operational aspects.  
• Analyzes and reviews grant proposals for compliance with agency and VCU requirements.  
• Works with research coordinators to ensure compliance with local, federal and international guidelines regarding conduct of human research.  
• Interprets sponsor programs and advises PI(s), VCU and sponsoring agencies regarding stipulations and the administration of grants.  
• Oversees the administration of expenses charged to grants for appropriateness and confirms that funding is budgeted, and expense is allowable.  
• Oversees submission of regulatory information to institutional Review Board for new and existing clinical trials.  
• Enters into negotiations with sponsors (e.g., NIH, pharmaceutical industry) for budgets and monitors expenses by reviewing and approving all system(s) to track expenditures.  
• Maintains knowledge of computer systems used to support research.  
• Serves as Effort Reporting coordinator for the division.  
• Serves as a liaison to internal and external contacts with PIs, research coordinators, sponsoring agencies, Grants and Contracts Accounting, Office of Research, Office of Sponsored Programs, Purchasing, Accounts Payable, etc. to obtain and manage grants. 

Space Planning Management  

• Assists with short-term and long-range space planning.  
• Meets with space analysts and determine space requirements.  
• Coordinates activities/projects with Facilities Management, architectural consultants and construction contractors.  
• Determines fiscal requirements for renovations and new building projects.  
• Handles, communicates and coordinates all physical moves. 
• Working with department Administrator, develops pro-formas for consideration and approval of facility projects including any capital requests needed in space expansions. 

Information Systems Management  

• Assists with all information technology needs for the Division and assists in the implementation and management of hardware and software to support the function of the Division faculty and staff.  
• Obtains and organizes data from multiple systems and sources (MCV Physicians, and VCU Medical Center, etc.) to monitor the fiscal integrity of the Division and remains current with needed computing skills. 
• Handles all computing expenditures and inventory of equipment and software. 

Clinical Operations  

• Collaborates with Ambulatory to identify opportunities to increase efficiency and effectiveness of clinical practice.  
• Responsible for co-management of provider schedules working with Ambulatory to ensure appropriate clinical outpatient coverage. 
• Works with division chiefs and other leadership to optimize the physician and provider practice, including both outpatient and inpatient.  
• Responsible for communicating and developing plans to increase provider productivity congruent with practice plan standards. 
• Develops business plans to increase outreach and grow market share. 

Patient Population:

• Not applicable to this position.

Employment Qualifications:

Required Education:

• Bachelor’s Degree in Finance, Accounting, Healthcare Administration, Business or closely related field 

Preferred Education:

• Master’s Degree in Business or Healthcare Administration or closely related field

Licensure/Certification Required:

• N/A

Licensure/Certification Preferred: 

• N/A

Years and Type of Required Experience 

• Minimum of three (3) years of work experience in a healthcare management position with financial and supervisory responsibility OR within one semester of completion from a Master's Degree Program in Healthcare Administration (MHA).  
• Experience with Microsoft software, to include spreadsheets and databases  

Experience PREFERRED:  

• Administrative and/or financial management work experience in an academic medical center and/or large physician group practice.  
• Previous experience with Enterprise Resource Planning Systems, Electronic Health Record systems; and VCU and VCUHS information systems 
• Experience leading diverse teams

Other Knowledge, Skills and Abilities Required: 

• Must be able to use financial, Human Resources, University and Health System resources to make independent decisions and determine actions necessary to achieve the goals of the Division(s). 

Other Knowledge, Skills and Abilities Preferred: 

• N/A

Working Conditions:

• General Office environment
• May have periods of constant interruptions

Physical Requirements:

• Physical Demands: Lifting/Carrying 0- 50 lbs. (1 - 33% of the time)
• Work Position: Sitting, Walking, Standing (1 - 33% of the time)

Additional Physical Requirements/ Hazards:

• Manual dexterity (eye/hand coordination)
• Hear alarms/telephone/tape recorder 
• Repetitive arm/hand movements 
• Finger Dexterity 

Mental/Sensory:

• Strong Recall
• Reasoning
• Problem Solving
• Hearing
• Speak Clearly
• Write Legibly
• Reading
• Logical Thinking

Emotional:

• Fast pace environment
• Able to handle multiple priorities
• Able to adapt to frequent change

EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.