Associate Administrator - Physical Medicine and Rehab

Reporting to the Department Administrator, the Associate Administrator provides administrative support and leadership to one or multiple Divisions under the auspices of an MCVP Administrator and/or Division Chair. The Associate Administrator consults, advises and assists practice management in providing leadership and direction by performing financial reporting/management, budget development/monitoring, grants management/administration, physical plant maintenance/space planning, and human resources management. The Associate Administrator provides staff supervision while promoting a diverse, equitable, and inclusive culture. The Associate Administrator maintains current knowledge of all state and federal laws and regulations, University and Health System policies, and procedures. They ensure that all grants and contract awards are implemented and reporting requirements are conducted in accordance with established University and sponsoring agency requirements. The Associate Administrator works closely and collaborates with different Divisions, physicians, VCU and VCUHS management, and other administrative personnel. Reporting Relationships The Associate Administrator reports directly to the Department Administrator, with a dotted line relationship to the Division Chairs/Chiefs if applicable. Human Resources Management Oversees all human resources functions within the Division(s) and serves as the liaison and contact for all human resources matters, collaborating with VCUHS Human Resources and the HR Business Advisory team to implement equitable and inclusive strategic and operational human resource management practices. Manages, supervises and directs assigned administrative/support staff, including determining staffing needs, recruitment, hiring, work assignments, performance evaluation, disciplinary/corrective action, and employee training and development. Participates in faculty recruitment, developing pro-formas to assess the financial/program impact of new faculty and services, recruiting, advertising, hiring, and relocating new faculty, onboarding, handling and verifying contracts and agreements, and collaborating with VCU Human Resources on faculty salary processes. Assists with productivity analysis and accountability of Division faculty. Communicates with providers and divisional staff to keep them updated on current health system policies. Works with the Office of the General Counsel and the VCU Office of Immigration Services on visa issues for existing/prospective employees from other countries. Prepares all related paperwork and documents, administers policies and procedures, and coordinates required human resources paperwork. Adjusts provider work efforts to ensure illustrations appropriately reflect clinical work expectations of faculty and collaborates with the MCVP’s compensation team on compensation requests. Responsible for oversight and compliance for education programs in the specialty overseen. Collaborates with respective program directors to incorporate house staff into the care model for patients. Financial Management Maintains financial controls for all sources of funds, ensuring solvency and compliance with University and Health System policy, accounting regulations, and state and federal law. Assists with the development and maintenance of divisional operating budgets using required financial accounting systems. Collaborates with division leadership to implement an equitable and financially sound operating budget, monitoring expenditures and revenue. Performs statistical analysis for forecasting and assists with long‑range financial planning and projecting revenue and expenditures. Manages and maintains all operating accounts. Oversees all financial aspects of the division(s), including travel, accounts receivable, and purchasing; reconciles accounts and researches and resolves variances. Collaborates with internal or external partners in the equitable and effective management of the revenue cycle operations. Prepares financial statements and reports and presents them to the Administrator and Division Chairs. Establishes and monitors internal controls of divisional administrative staff related to financial affairs. Assists ambulatory teams in developing 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 compliance with university, state, and federal requirements. Administers activities necessary to the application and management of grant programs focusing on fiscal and operational aspects. Analyzes and reviews grant proposals for compliance with agency and VCU requirements. Works with research coordinators to ensure compliance with local, federal and international guidelines on human research. Interprets sponsor programs and advises PIs, VCU, and sponsoring agencies on grant administration. Oversees the administration of grant expenses for appropriateness and confirms that funding is budgeted and expenses are allowable. Oversees submission of regulatory information to the institutional Review Board for new and existing clinical trials. Negotiates with sponsors for budgets and monitors expenses by reviewing and approving system(s) to track expenditures. Maintains knowledge of computer systems used to support research. Serves as Effort Reporting coordinator for the division. Serves as liaison to internal and external contacts with PIs, research coordinators, sponsoring agencies, Grants and Contracts Accounting, Office of Research, Office of Sponsored Programs, Purchasing, and Accounts Payable for grant management. Space Planning Management Assists with short‑term and long‑range space planning. Meets with space analysts to determine space requirements. Coordinates activities and 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. Works with the department Administrator to develop pro‑formas for consideration and approval of facility projects, including capital requests for space expansions. Information Systems Management Assists with all information technology needs for the Division and implements and manages hardware and software to support faculty and staff operations. Obtains and organizes data from multiple systems and sources to monitor fiscal integrity and remains current with computing skills. Manages all computing expenditures and inventory of equipment and software. Clinical Operations Collaborates with Ambulatory to identify opportunities to increase efficiency and effectiveness of clinical practice. Co‑manages provider schedules to ensure appropriate outpatient coverage. Works with division chiefs and other leadership to optimize physician and provider practice, including outpatient and inpatient services. Develops plans to increase provider productivity in line with practice plan standards. Creates business plans to increase outreach and grow market share. Patient Population Not applicable to this position. Employment Qualifications Required Education Bachelor’s Degree in Finance, Accounting, Healthcare Administration, Business or closely related field. Preferred Education Master’s Degree in Business or Healthcare Administration or closely related field. Licensure/Certification Required N/A. Licensure/Certification Preferred N/A. Years and Type of Required Experience Minimum of three (3) years of work experience in a healthcare management position with financial and supervisory responsibility or within one semester of completion of a Master’s Degree Program in Healthcare Administration. Experience with Microsoft software, including spreadsheets and databases. Experience Preferred Administrative and/or financial management 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. 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 necessary actions to achieve the goals of the Division(s). Other Knowledge, Skills and Abilities Preferred N/A. Working Conditions General office environment. May have periods of constant interruptions. Physical Requirements Define lifting/carrying 0-50 lbs (1-33% of time), sitting, walking, standing 1-33% of time. Additional Physical Requirements / Hazards Manual dexterity (eye/hand coordination). Must hear alarms, telephone, tape recorder. Repetitive arm/hand movements. Finger dexterity. Mental/Sensory Strong recall. Reasoning. Problem solving. Hearing. Speak clearly. Write legibly. Reading. Logical thinking. Emotional Fast‑paced environment. Able to handle multiple priorities. Able to adapt to frequent change. EEO Employer/Disabled/Protected Veteran/41 CFR 60‑1.4. #J-18808-Ljbffr VCU Health