Associate Administrator, Department Of Orthopaedics

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Key member of the leadership team comprised of Chairman, Division Chiefs and Departmental Administrator. Provides management support and coordination of all financial and operational matters to the Chairman and Administrator daily, which will routinely involve highly sensitive and confidential matters. Oversees all human resource functions for all employers within the department (WVU, WVU Research Corp, UHA and WVU Hospital). Assists with managing key operational support areas of the Department including policy development, implementation, as well as oversight and review of correspondence and critical communications from Chair's Office.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1.Bachelor's degree in Business, Healthcare Administration, or related field.

EXPERIENCE:

1.Three (3) years of supervisory/management experience OR completion of an administrative fellowship at an accredited academic institution.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1.Bachelor's Degree in Accounting, Business Administration, Health Administration or other related field

EXPERIENCE:

1.Two years of progressive administrative in an academic clinical environment

2.Supervisory experience

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1.Provides overall management of clerical and outreach support activities for the department, including daily management of all supporting staff.

2.Responsible for personnel management of staff in coordination with human resources, including interviewing and hiring, performance evaluations and goals, coaching and counseling employees, problem resolution, and possible termination of employment.

3.Develops, interprets, and implements policies and procedures from WVU, School of Medicine, University Health Associates, WVU Healthcare, state, federal and international agencies.

4.Responds to questions regarding verification of employment for various entities.

5.Participates in monthly Advisory and Faculty Meetings. Submits agenda items.  Meets with administrative and outreach support staff on a monthly basis to provide ongoing training

6.Oversees the review and approval of all payroll information submitted for the Department (WVUH, UHA, WVU, WVU Research Corp).

7.Oversees fiscal and programmatic management of satellite clinics grants, incentives, indirect cost funds, contracts, development funds, and all other funding sources held by the department.

8.Produces monthly projections for use by investigators to monitor budget status and monitor actual expenditures for awarded projects.

9.Calculates and administers faculty compensation using available benchmark data per guidelines established in approved departmental plans to include extra duty incentive payments to faculty, APPs, or residents. Establish RVUs and monitor physician productivity v targets throughout the academic year.

10. Oversees all A/P functions for WVU, WVU Research Corp, WVU Foundation, UHA and WVU Hospitals to include processing of requisitions, credit card purchases, purchase orders, travel, etc.

11. Provides critical support to Chair & Section Chiefs through attending search committee meetings and prepares monthly financial reports.

12. Ensures advertisement is in appropriate journals, reviews itineraries and meets with all prospective faculty candidates to provide brief overview of benefits package.

13. Assesses problems and recommends corrective action.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1.Extended periods of sitting at desk and working at personal computer.

2.Requires ability to walk between HSC, Ruby and POC

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1.Normal Office Environment

Additional Job Description:

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

OPERATIONAL AND PERSONNEL MANAGEMENT: Provides overall management of all clerical and outreach support activities for the department, including daily management of all administrative staff supporting the sections or programs of the Department of Orthopaedics.

Responsible for preparing job descriptions, monitoring work assignments, preparing staffing schedules, process redesign and work reorganization

Makes hiring decisions for departmental support staff.

Completes performance evaluations and makes discipline and termination recommendations.

Coordinates departmental affairs, initiating original operational plans then delegating responsibility and authority to the appropriate staff for accurate and timely completion.

Develops and implement policies and procedures to optimize work flow, ordering, record maintenance, telephone triage and response.

Advises and is instrumental in the decision making processes regarding personnel assignments.

Meets with new employees and orients them to the Department.

Responds to questions regarding verification of employment for various entities.

Interprets policies and directs procedures in advising Section personnel in the proper methods of operation, assuring compliance with guidelines invoked by the WVU, School of Medicine, University Health Associates, WVU Healthcare, state, federal and international agencies.

Participates in monthly Advisory and Faculty Meetings. Submits items for agenda. Meets with administrative and outreach support staff on a monthly basis to provide ongoing training and updates on policies/procedures.

Oversees the review and approval of all payroll information submitted for the Department (WVU Hospital, UHA, WVU and WVU Research Corp).

Ensures accuracy of time reporting and provides ongoing guidance to employees regarding applicable policies.

Assists support staff and faculty with any medical, family or personal leaves of absence.

Advises individual of appropriate policies, forms needed and facilitates the communication throughout WVU Healthcare as appropriate. (e.g. clinic scheduling concerns, Medical Staff Affairs notification, HR notifications, etc)

Maintains all job descriptions for WVU, WVU Research Corp, WVU Foundation, UHA and WVU Healthcare employees

FISCAL MANAGEMENT: Oversees fiscal and programmatic management of grants, contracts, development funds and all other funding sources held by the department.

Monitors grants through use of software applications.

Produces monthly projections for use by investigators to monitor budget status and monitor actual expenditures for awarded projects.

Maintains researchers grant incentive & indirect cost funds.

Works closely with Administrator to administer and maintain faculty compensation and incentive plan. Ensures faculty receive production reports in a timely manner.

Assists Administrator with UHA and WVU Hospital budget preparation. Monitors budgetary compliance and progress for all departmental activities including, but not limited to, grants, contracts and special projects. Explains variances from the budget.

Evaluates the financial performance of the department regarding cost-effectiveness, efficiency, etc., including viability of satellite clinics.

Provides feedback, both formal and informal, to the Department Chair, Administrator, faculty and staff regarding the financial needs and progress of the department.

Prepares monthly financial reports for the Chair and Administrator to monitor department performance.

Oversees all departmental business office activities including, but not limited to authorizing purchases of goods and services, and approving all invoices and transfers prior to payment.

Oversees all A/P functions for WVU, WVU Research Corp, WVU Foundation, UHA and WVU Hospitals to include processing of requisitions, credit card purchases, purchase orders, travel, etc.

Responsible for knowledge of all rules, regulations and chart of accounts for the various funding sources.

FACULTY RELATIONS: Provides critical support to Chair & Division Chiefs by planning projects and assignment of personnel to meet faculty needs.

Handles assignments by Chair to gather input from faculty or to communicate key tasks that need completed, especially items related to compliance and adherence to medical staff by-laws and regulations.

Completes exit interviews for faculty and staff, compiles findings and reports to Chair and Administrator as necessary.

Prepares all the documents necessary to process visas and permanent residency requests for faculty and staff.

Attends all search committee meetings and instructs committee members on proper procedure and assures compliance with regulations.

Ensures advertisement is in appropriate journals, reviews itineraries and meets with all prospective faculty candidates to provide brief overview of benefits package.

Prepares Search and Selection Documents for submission to the Vice President for Social Justice.

Assesses problems and recommends corrective action.

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

8160 UHA Orthopaedics

Address:

1 Medical Center Drive

Morgantown

West Virginia