Department Manager

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Responsible for administrative and operational management including fostering effective collaboration between the department, applicable WVU Medicine administrative and clinical site personnel, and contracted partners. Focuses on supporting the daily functions of the department. Manages administrative personnel, payroll process, and event coordination. The individual is responsible for process improvement, and implementation of the department's long-range plans, short-term goals, and overall strategic plans as well as current administrative operations. Develops annual goals and objectives for all departmental administrative operations in conjunction with and based upon, institutional needs.

MINIMUM QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor's degree in business or related field required OR Associate Degree and five (5) years' progressive administrative experience.

EXPERIENCE:

1. Two (2) years of progressive administrative experience in healthcare.

PREFERRED QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Master's Degree in Business, Healthcare Administration, or related field.

EXPERIENCE:

1. One (1) year of management experience highly desired.

2. Two (2) years of budgeting and accounting experience in a healthcare setting 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.

1. Serves as the primary administrative representative for the department for WVUH and UHA.

2. Manages direct supervision of administrative and clinical personnel in the Department. Responsible for recruitment, staff development, performance evaluations, directs work assignments and scheduling, corrective actions up to and including termination. Human Resources may include WVUH, UHA, WVU or WVU Research Corp employees. Must be able to develop full understanding and interpretation of HR policies and procedures of applicable entities for department.

3. Coordinates periodic evaluation and annual performance appraisal of assigned employees. Establishes realistic goals and performance expectations. Performs employee action planning as needed. Supports staff recognition and strategies to enhance provider/employee satisfaction/workplace commitment.

4. Assists with the oversight of the administrative department's payroll processes including personnel compliance to payroll and call policies/procedures. Conducts payroll auditing as needed to ensure compliance with labor laws and institutional personnel work practices.

5. Anticipates and prepares the details for capital, personnel, and special project budget needs for department in preparation for the yearly administrative operations budget development. Reviews budgetary compliance and progress for all departmental activities including, but not limited to, clinical operations and special projects. Explains variances from the budget to the AVP and/or Executive Director.

6. Ensures department spending is within budget, as well as compliant with applicable policies, procedures or fund restrictions. Approves department' requests for payment, credit card transactions, purchase orders, CME etc. Must be able to interpret and apply applicable policies for WVUH, UHA, WVU, WVU Research Corporation and WVU Foundation.

7. Researches and coordinates the planning and preparation of grant proposals. Prepares and compiles all components of each grant submission, ensuring that the proposal is formatted, packaged, and submitted in accordance with granting agency requirements. Serves as signatory representative of department for contracts and/or LOA's. Accepts, monitors, and administers all monies or gift in kind received from granting agencies. Completes all necessary items or paperwork for successful closure of grants.

8. Responsible for managing the departments' contracts for physician or staff services, leased space or equipment, grants, etc. Assists in negotiating terms, monitor payments, and ensures fulfillment of departments' contractual obligations.

9. Assists in the oversight of the establishment of the marketing objectives, plans and strategies, ensuring consistency/alignment with the department's mission, objectives, strategic plan, and WVU Medicine.

10. Works with leadership team to ensure that the plan for the department is aligned with the other components of the clinical, academic, research and service components of the Clinical enterprise. Establishes and monitors personal Performance Improvement goals.

11. Assists Medical Directors and Leadership with planning, developing, implementing, and coordinating strategic operational and administrative programs, projects and/or services of broad significance to the department with programs such as the Rapid Response Team and Fresh Tissue Training Program. Assures the development of policies, procedures and other orientation and training materials to support clinical and operational services.

12. Leads coordination of department events that promote the functions of the organization.

13. Coordinates special projects on behalf of the department.

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.

1. Prolonged periods of sitting.

2. Manual dexterity is used in operating standard office equipment.

3. Visual strain may be encountered when viewing computer screens.

4. 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.

1. Normal office environment.

SKILLS & ABILILTIES:

1. Demonstrates leadership, organizational, and management skills.

2. Demonstrates strategic planning and marketing experience. Ability to achieve financial goals though effective management of operations and strategies.

3. Demonstrates strong interpersonal skills and the ability to effectively work with management, providers, clinical and clerical support staff, and external customers fostering teamwork, delegation and ensuring accountability.

4. Demonstrates knowledge of the goals, objectives, structure and operations of a major public university and healthcare enterprise.

5. Demonstrates ability to perform complex tasks and to prioritize multiple projects.

6. Demonstrates excellent written and verbal communication skills.

7. Demonstrates skills in exercising initiative, resourcefulness, and sound judgment with the ability to problem solve, resolve conflict, and make sound decisions.

Additional Job Description:

Scheduled Weekly Hours:
40

Shift:

Exempt/Non-Exempt:
United States of America (Exempt)

Company:
WVUH West Virginia University Hospitals

Cost Center:
1915 WVUH Critical Care Signature Program

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.