Otolaryngology Administrative Associate

2 weeks ago


Richmond, Virginia, United States VCU Health Full time

Position Overview:

The Otolaryngology Administrative Associate will deliver essential support to the Otolaryngology Division within our healthcare system.

Reporting to the Division Administrator, this role encompasses providing administrative oversight and leadership across one or multiple divisions under the guidance of an MCVP Administrator and/or Division Chair.

The Associate Administrator will engage in consultation, advisory roles, and assistance in practice management, ensuring effective leadership and direction through a variety of responsibilities including:

  • Financial oversight and reporting
  • Budget formulation and monitoring
  • Grants management and administration
  • Facility maintenance and space planning
  • Human resources management

This position emphasizes staff supervision while fostering a culture of diversity, equity, and inclusion.

Key Responsibilities:

Reporting Structure:

The Associate Administrator will report directly to the Division Administrator, maintaining collaborative relationships with Division Chairs/Chiefs as applicable.

This role involves working closely with Ambulatory Leaders, Nursing Directors, and other leadership within the healthcare system. The Division Administrator will collaborate with the Associate Administrator to establish annual performance goals and conduct performance evaluations.

Human Resources Management:

  • Oversee all human resources functions within the division, acting as the primary contact for HR matters.
  • Manage and direct administrative/support staff, including recruitment, performance evaluation, and employee development.
  • Participate in faculty recruitment processes, including financial assessments and onboarding.
  • Ensure compliance with health system policies and facilitate communication among providers and staff.
  • Handle all HR-related documentation and maintain adherence to HR policies.

Financial Management:

  • Maintain financial controls to ensure compliance with university and healthcare regulations.
  • Assist in developing and managing the divisional operating budget.
  • Monitor financial performance and prepare reports for leadership review.

Grants Administration:

  • Oversee contract and grant acquisition, ensuring compliance with funding requirements.
  • Administer grant programs, focusing on fiscal and operational management.

Space Planning Management:

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

Information Systems Management:

  • Support the division's IT needs and manage software and hardware implementations.

Clinical Operations:

  • Collaborate with leadership to enhance clinical practice efficiency and effectiveness.
  • Manage provider schedules to ensure optimal clinical 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 or a closely related field.

Experience:

  • A minimum of three years in a healthcare management role with financial and supervisory responsibilities, or nearing completion of a Master's Degree in Healthcare Administration.
  • Proficiency in Microsoft Office Suite, particularly spreadsheets and databases.

Preferred Experience:

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


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