Department Manager

WVU Medicine; Morgantown (WV); On-site; USD 55,000 - 75,000; Full time

Job summary

WVUH West Virginia University Hospitals is seeking an Administrative Officer to lead financial, personnel, information, and project management for the department. You will assist the Chairman and Administrator to run the department efficiently and ensure budget development and compliance with all applicable rules.

The successful candidate will oversee payroll, hiring, training, and grants administration, coordinate access and policy enforcement, and participate in strategic planning to improve

Qualifications

• Bachelor's degree in business or related field required.
• OR High school diploma or equivalent AND four years of administrative assistant level experience.

Responsibilities

• Maintains basic financial responsibilities for the Department.
• Supervises financial data for department that includes UHA, State, Foundation and grant funds.
• Develops annual budget for charges, receipts and expenditures with Chairman/Administrator.
• Authorizes, with Administrator, all department payments (bills, encumbrances, contracts, travel, eduction expenses, salaries, bonuses).
• Provides monthly and YTD financial reports and justifies monthly expenditures on department credit cards.
• Acts as Payroll Officer for department (monitoring hours, leave, benefits).
• Prepares paperwork for hiring/termination of department employees.
• Supervises support staff; delegates and monitors work functions.
• Coordinates interviews, offers, onboarding, training and access grants; completes reviews/discipline.
• Coordinates Access for WVUH, UHA, WVU personnel as Rolebase/Ultimate Coordinator.
• Oversees WVUH/UHA staff policies; license verifications and annual reviews.
• Coordinates seminars/workshops for staff education and special lectureships.
• Participates in curriculum/long-range planning with Chairman.
• Ensures compliance with affirmative action rules for University, State, Federal.
• Contributes to internal management studies for cost reduction and performance.

Skills

Financial management

Personnel management

Information management

Project management

Education

Bachelor's degree in business or related field

High school diploma or equivalent with 4 years admin experience

Job description

Welcome! We’re excited you’re considering an opportunity with us! Below, you’ll find other important information about this position.

Provides financial management, personnel management, information management and project management for the Department. Assists the Chairman and Administrator in the efficient running of the Department.

MINIMUM QUALIFICATIONS

• Bachelor's degree in business or related field required
• OR High school diploma or equivalent AND four years of administrative assistant level experience.

EXPERIENCE

• One year of experience in a similar (i.e. clerical/administrative) capacity.

PREFERRED QUALIFICATIONS

• Supervisory and management experience highly desired.

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.

• Maintains basic financial responsibilities for the Department.
• Supervises financial data for department that includes UHA, State, Foundation and grant funds.
• Develops, along with Chairman and Administrator, annual budget for charges, receipts and expenditures.
• Authorizes, along with Administrator, all payments by department including billings, encumbrances, contracts, travel and continuing education expenses, salaries and bonuses.
• Provides Department Chairman and Administrator with monthly and YTD financial reports. In this capacity, maintains and justifies monthly expenditures on credit cards held for the department.
• Acts as Payroll Officer for department. This includes monitoring all work hours, annual and sick leave, benefits and termination pay.
• Responsible for generating all paperwork necessary for hiring and termination of employees in department.
• Supervisory responsibilities for department. Delegates and monitors all work functions for support personnel in the department.
• Selects applicants for interview, coordinates offers and hires, on-boards and trains, approves and grants accesses, completes reviews, disciplinary process.
• Rolebase Coordinator. Determines and requests all accesses and exceptions for WVUH, UHA and WVU personnel.
• Ultimate Coordinator. Oversees WVUH and UHA staff and faculty Ultimate policies; license verifications, 90 days and annual reviews.
• Coordinates teaching support by non-professional personnel to produce audiovisual aids, copied material, room scheduling, student scheduling, and attendance records.
• Coordinates various seminars and workshops for continued education of support staff.
• Coordinates special lectureships within department.
• Participates in curriculum planning and long range planning in conjunction with Chairman.
• Coordinates and maintains responsibility for all University, State and Federal rules regarding affirmative action.
• Participates in internal management studies to increase department effectiveness, reduce costs and improve performance standards.
• Performs institutional duties for department.
• Coordinates marketing and special publications such as the Annual Report and quarterly newsletter.
• Attends WVU/WVUH/UHA Leadership meetings.
• Researches grant supervision, assigns appropriate secretarial and software support to monitor and budget all monies from grants and contracts, coordinating with University and Federal or other granting agency sources.
• Expert Business Officer (EBO) approver for the State PCard (MyExpenses for State/Research Corp travel and employee reimbursements).
• Supervisory Responsibilities: Administrative/clerical staff

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.

• Prolonged periods of sitting.
• Manual dexterity is used in operating standard office equipment.
• Visual strain may be encountered when viewing computer screens.
• May require moving through various areas within the building, requiring use of stairs and elevators.

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.

• Normal office environment.

Additional Job Description

Scheduled Weekly Hours: 40

Exempt/Non-Exempt

United States of America (Exempt)

Shift

United States of America (Exempt)

Company

WVUH West Virginia University Hospitals

Cost Center

8061 UHA Dermatology

Address

1 Medical Center Drive

Morgantown

West Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.