Neurology Division Administrator

Virginia Commonwealth University Health; United States; On-site; USD 83,000 - 156,000; Full time

Job summary

Virginia Commonwealth University Health is seeking a Division Administrator to lead clinical operations, HR, and financial management within a Division. The role focuses on improving efficiency, provider productivity, and compliance across ambulatory and inpatient settings.

The position involves budget development, grants administration, and collaboration with division chiefs to implement initiatives. Strong leadership and knowledge of health system policies are essential.

Qualifications

• Table below outlines expectations of work experience in management with financial and supervisory oversight.
• Experience coordinating complex operations in a healthcare environment is valued.
• Knowledge of regulatory requirements and grants administration is beneficial.

Responsibilities

• Optimize physician and advanced practice provider practice in outpatient and inpatient settings.
• Develop business plans to increase outreach and market share.
• Oversee recruitment, onboarding, and contracts for division faculty and providers.

Skills

Financial management

Budgeting

Supervisory experience

People management

Data analytics

Communication

Education

Bachelor's Degree

Tools

ERP Systems

EHR systems

Job description

The Division Administrator consults, advises, and assists practice management in providing leadership and direction by performing a combination of the following: financial reporting and management, research management, budget development and monitoring, operations, physical plant maintenance and space planning, human resources management, and all components of the Department’s mission. Provides staff supervision while promoting a diverse, equitable and inclusive culture. Ensures compliance with VCU and VCUHS policies and procedures. The Division Administrator works closely and in collaboration with different Divisions, physicians, advanced practice providers, staff, and VCU and VCUHS management and administrative personnel to resolve problems, workflow issues, customer service issues, human resource issues and to implement new initiatives, policies, programs, etc. The Division Administrator maintains current knowledge of all state and federal laws and regulations and University and Health System policies and procedures. The position ensures that clinical operations are sound and efficient, educational programs meet regulating body requirements, and all grants and contract awards are implemented. Reporting requirements are conducted in accordance with established University and sponsoring agencies requirements. Reporting to the Department Administrator, the Division Administrator provides administrative support and leadership to a single or multiple Divisions under the auspices of an MCVP Administrator and/or Division Chair.

Essential Job Functions

Clinical Operations

Works with division chiefs and other leadership to optimize the physician and advanced practice provider practice, including both outpatient and inpatient.

• Develops business plans to increase outreach and grow market share.
• Collaborates with ambulatory, procedural, and inpatient clinical leadership to identify opportunities to increase efficiency and effectiveness of clinical practice.
• Responsible for co-management of provider schedules working with ambulatory, procedural, and inpatient teams to ensure appropriate clinical coverage.
• Responsible for communicating and developing plans to increase provider productivity congruent with practice plan standards.
• Works with respective program directors to incorporate house staff into the care model for patients.
• Promotes and assists in departmental marketing efforts.

Human Resources Management

Manages, supervises, and directs assigned administrative and support staff to include determining staffing needs, recruitment, hiring, work assignments, completing and providing input on performance evaluations, disciplinary/corrective action and employee training and development. 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 division /department. Participates in faculty and advance practice provider recruitment for the Department which includes developing pro-forma to assess financial and program impact of new faculty and services.

Responsible for recruitment, advertising hiring and relocation of new faculty and advanced practice providers. Oversees onboarding new faculty and advanced practice providers, handles, and verifies contracts and agreements, and works in collaboration with MCVP and VCU Human Resources in the administration of the annual faculty salary process.

• 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.
• Communicates with providers and divisional staff to ensure all remain up to date on current health system policies.
• Prepares and handles all related paperwork and documents.
• Administers VCU/VCUHS Human Resources policies and procedures.
• Prepares and coordinates all required human resources paperwork.
• Ensures responsibility and visible commitment of diversity equity and inclusion programs/initiatives through collaboration and implementation of initiatives across the health system.
• Responsible for oversight and compliance for education programs in the specialty for which the Division administrator oversees.

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. Oversees all financial aspects of the division(s) to include travel, accounts receivable, and purchasing.

• Prepares financial statement and reports.
• Presents financial reports to the Administrator and Division Chairs.
• Collaborates with division leadership to implement an equitable and financially sound operating budget.
• Reconciles all accounts and research and resolves/explains variances.
• Assists with the development and maintenance of divisional operating budget using the requisite financial accounting systems.
• Monitors expenditures and revenue.
• Performs statistical analysis for forecasting.
• Assists with long range financial planning and projection of revenue and expenditures.
• 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.
• Establishes and monitors internal controls of divisional administrative staff as it relates to financial affairs.
• Assists ambulatory and inpatient teams, 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. Oversees the administration of expenses charged to grants for appropriateness and confirms that funding is budgeted, and expense is allowable.

• 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.
• Works with research coordinators to ensure compliance with local, federal and international guidelines regarding conduct of human research.
• Analyzes and reviews grant proposals for compliance with agency and VCU requirements.
• Interprets sponsor programs and advises PI(s), VCU and sponsoring agencies regarding stipulations and the administration of grants.
• Oversees submission of regulatory information to institutional Review Board for new and existing clinical trials.
• Enters negotiations with sponsors (e.g., NIH, pharmaceutical industry, foundations) for budgets and monitors expenses by reviewing and approving all system(s) to track expenditures.
• Maintains knowledge of computer systems used to support research.

Productivity & Compensation Plan Oversight

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. Assists with productivity analysis and accountability of Division faculty. In collaboration with division chief, Oversee and direct remediation plan to meet MCVP and VCU productivity expectations. Works with the MCVP compensation plan team and assists faculty and other providers in the credentialing process and professional liability verification.

Leadership/Relationship Development

Provides strong team oversight and promotes and manages change. Responsible for ensuring divisional priorities are aligned with the strategy of the organization. Responsible for developing a diverse, equitable and inclusive team culture, and ensures stakeholder feedback is incorporated into operational plans. Represents the department(s) in various committees and task forces as needed. Collaborates with Faculty, advanced practice providers, and staff to ensure open communication and perceived urgency of suggested operational improvements. Responsible for divisional engagement in collaboration with divisional chief(s).

Regulatory Compliance

Responsible and accountable for supporting efforts to remain in compliance with all federal, state, and regulatory requirements by complying with federal, state, and regulatory agency requirements. Takes prompt and effective corrective action if infractions are identified. Demonstrates cooperation, respect and professionalism during audits and surveys.

Safety/Quality/Performance Improvement/Benchmarking

Collaborates with faculty, advanced practice providers, management, and team members to establish an environment which speaking up for safety is both encouraged and expected. Identifies opportunities for process improvements as applicable. Regularly tracks and analyzes metrics and monitors key performance indicators so as to adhere to agreed‑to trends and best practices in order to develop strategies for improvement. Contributes to long‑ and short‑term strategic planning and departmental operations improvement.

Revenue Cycle Management

Assists the Department Administrator, in partnership with the revenue cycle team, to assure that all elements of revenue cycle are being reviewed on a very regular basis. This includes but is not limited to: Billing operations for all services, Outpatient, Inpatient and Procedures Front end processes to assure that patients are authorized for the services performed. Report creation and accountability: Denial reports, AR aging, open encounters, etc. Coding and documentation accuracy and timeliness Develop and execute plans to improve revenue cycle KPIs along with revenue cycle partners.

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 for the relevant area(s) of the Department(s).

Space Planning Management

Assists with short-term and long-range space planning. This includes but is not limited to: 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 financial plan for consideration and approval of facility projects including any capital requests needed in space expansions.

Reporting Relationships

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

Special Projects

Collaborates with Department Administrator on special projects as assigned

Employment Qualifications

Required Education: Minimum Qualifications: Required Qualifications: Table below outlines expectations of work experience of progressively more responsibility in a management position with financial and supervisory oversight.

Knowledge

• Capable financial management, budgetary supervision, and productivity monitoring
• Competent decision making to determine necessary actions to achieve goals in collaboration with administrator
• Novice in grants administration, pre and post award management, and collaborating with PIs and sponsors
• Supervisory experience, ability to lead and manage teams to develop diverse, inclusive, equitable team culture
• Familiarity with data analytics and business intelligence platforms
• Understanding of revenue cycle workflows, professional billing, and KPI monitoring

Communication

BuildandpromotetheDepartment’s reputationinitsresearch,clinicalandteachingmissions Adherencetohighstandardsofexcellencewithattentiontodetailsandaccuracy Abilitytotranslatecomplexinformationintocommonterms AbilitytorepresenttheDepartmentwellwithinternalandexternalstakeholders Partnerswithdepartmentalleadershipteamtoprovidesoveralladministrativecommunicationtothedivision(s)

Quality Assurance

Regularly tracks and analyzes metrics and monitors key performance indicators so as to adhere to agreed‑to trends and best practices in order to develop strategies for improvement.

Division Scope Considerations

• Budget Management $0-$5M
• FTE Scope 0-20
• AAMC Specialty Median Education, Certification & Experience: 0-3 years relevant experience in healthcare environment. Commensurate education considered.
• Bachelor’s Degree Required
• Supervisory experience preferred.
• Master’s degree Preferred
• Autonomy: Determines and develops approaches to solutions with work subject to general input by manager or senior team members

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). Experience with Microsoft software, to include spreadsheets and databases.

Experience

• Working Conditions: General Office environment May have periods of constant interruptions.
• 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.

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 - Emotional: Mental/Sensory: Strong recall, Reasoning, Problem solving, Hearing, Speak clearly, Write legibly, Reading, Logical Thinking Emotional: Fast pace environment, Able to handle multiple priorities, Frequent and intense customer interactions, Able to adapt to frequent change. Able to adapt to frequent change

Compensation Range

Compensation Range $83,096.00 - $155,812.80 Actual salary offers will be based on several key factors to include relevant work experience, credentials, and qualifications.

EEO

EEO Employer/Disabled/Protected Veteran

Who We Are

Inventing better care, day by day by discovery Sound outrageous? It absolutely is. Sound impossible? That’s never stopped us before. Sound like hard work, intense research, collaboration with experts around the world, sheer brainpower meets unrelenting willpower? That’s. Exactly. Right. We’ll do whatever it takes to offer the best in care and empower the best in quality of life. And it’s an approach that works — whether it’s a patient who undergoes a new, life‑saving procedure or a clinical researcher who finds promise in a new cancer treatment, exciting new medicine is happening at VCU Health. We have it all: One college and four health sciences schools An academic medical center A Level I trauma center One of only two NCI‑designated cancer centers in Virginia The region’s only full‑service children’s hospital More than 800 physicians in 200 specialties With a community health center, dedicated research teams, facilities and valued partners in every field Our medical teams are top notch. And we’re not too shy to boast of internationally known physicians, some recognized as the best in the country, top‑ranked local specialists and all‑around all‑stars at every level. From our very first years to our most recent advancements, we are driven to learn more, dig deeper, teach passionately and never rest in order to be a true leader in discovering what’s possible in health and recovery. We are a comprehensive system of care and a pioneer of health. Read VCU Health Year In Review for more about our accomplishments.