Otolaryngology Administrative Coordinator

2 weeks ago


Richmond, Virginia, United States VCU Health Full time

Position Overview:

The Otolaryngology Administrative Coordinator will deliver essential support to the Otolaryngology Division within VCU Health.

Reporting to the Division Administrator, this role encompasses administrative oversight and leadership across one or more divisions, working under the guidance of a VCU Health Administrator and/or Division Chair.

The Administrative Coordinator will engage in consulting, advising, and assisting practice management by providing leadership and direction through a variety of responsibilities, including:

  • Financial oversight and reporting
  • Budget formulation and monitoring
  • Management of grants and contracts
  • Physical space planning and maintenance
  • Human resources oversight

This position emphasizes staff supervision while fostering a diverse, equitable, and inclusive workplace culture.

Key Responsibilities:

Reporting Structure:

The Administrative Coordinator will report directly to the Division Administrator, with collaborative input from Division Chairs/Chiefs as applicable.

This role will work closely with Ambulatory Leaders, Nursing Directors, and other VCU Health leadership to establish annual performance goals and conduct performance evaluations.

Human Resources Oversight:

  • Manage all human resources functions within the division, serving as the primary contact for HR matters.
  • Collaborate with VCU Health Human Resources to develop and implement equitable and inclusive HR practices.
  • Supervise and direct administrative staff, including recruitment, performance evaluations, and employee development.
  • Participate in faculty recruitment and onboarding processes, ensuring compliance with all necessary procedures.
  • Facilitate communication among providers and staff to ensure adherence to current health system policies.

Financial Management:

  • Maintain financial controls to ensure compliance with all relevant policies and regulations.
  • Assist in the development and management of the divisional operating budget.
  • Monitor expenditures and revenue, providing statistical analysis for forecasting.
  • Prepare financial reports and present findings to the Administrator and Division Chairs.

Grants Management:

  • Oversee the acquisition and administration of contracts and grants, ensuring compliance with all regulations.
  • Analyze grant proposals for adherence to agency requirements.
  • Serve as a liaison to internal and external contacts regarding grant management.

Space Planning:

  • Assist in both short-term and long-range space planning initiatives.
  • Coordinate with Facilities Management and contractors for renovation and construction projects.

Information Systems Management:

  • Support the division's IT needs and manage hardware and software implementations.
  • Organize data from various systems to maintain fiscal integrity.

Clinical Operations:

  • Collaborate with Ambulatory to enhance clinical practice efficiency.
  • Manage provider schedules to ensure optimal outpatient coverage.

Qualifications:

Required Education:

  • Bachelor's Degree in Finance, Accounting, Healthcare Administration, Business, or a related field.

Preferred Education:

  • Master's Degree in Business or Healthcare Administration.

Experience:

  • A minimum of three years in a healthcare management role with financial and supervisory responsibilities.
  • Proficiency in Microsoft Office applications, including spreadsheets and databases.

Preferred Experience:

  • Experience in an academic medical center or large physician group practice.
  • Familiarity with Enterprise Resource Planning Systems and Electronic Health Record systems.


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