Coordinator Academic Affairs-HVI

WVU Medicine

2d•Onsite

About The Position

Primary coordinator of provider offers, recruitment, and onboarding process. Requires an organized and well-coordinated person to support interview process, offer process, onboarding coordination, and integration with various other school, state, and legal authorities. This position will also have a heavy role in the key HVI events throughout the year and would require project management, managing budgets for events/projects, and working diligently toward a deadline. Much of this responsibility will be of the utmost confidential nature and requires an ability to interact effectively with senior level management (Director of Business Operations, VP of HVI, Executive Chair).

Requirements

Bachelor’s Degree in Business Administration, Healthcare Administration, or related field AND two years of healthcare, project management, or related experience OR Associate’s Degree in Business Administration, Healthcare Administration, or related field AND four years of healthcare, project management, or related experience.
Demonstrates proficiency in Microsoft Office software (including but not limited to Outlook, Word, Excel, PowerPoint).
Maintains confidentiality: Due to the wide range of individuals with whom the person in this position is interacting, failure to handle these contacts correctly and diplomatically could have adverse effects on the System. Release of incorrect or confidential information could have serious legal repercussions.
Demonstrates excellent interpersonal and communication skills, both in writing and orally. After decision to hire – will serve as main point of contact for all new physicians in recruitment.
Demonstrates excellent oral and written communication skills and strong computer & organizational skills.
Ability to problem solve and make appropriate decisions and recommendations to leadership.

Nice To Haves

Experience in health care
Project Management experience
Experience with Legal Documents (updating and writing)
Event coordinating and planning experience – particularly fundraisers and/or medical/clinical conferences.
Budgeting/finance experience to support physician compensation budget process.

Responsibilities

Manages and tracks the physician offer process between various departments (School of Med., Legal, Contracting, Payroll, Physician Recruitment, Credentialing, IT, etc). Requires timely start, accurate payroll, and full integration of physicians as dually employed faculty.
Advises HVI Senior Leadership of status of offers, recruitment, and onboarding – avoids issues to ensure providers complete all applicable documentation ahead of start date, ensures credentialing process is able to enroll providers with payors, and works with onboarding (admin team) to ensure the providers obtain appropriate access on when starting.
Manages the offer process and utilizes technology to develop systematic ways of writing legal documents including but not limited to the School of Medicine Offer Letter, UHA Offer Letter, UHA Side Letter, UHA Recruitment Agreement, and the State K (state employment) Letter. Uses this as a resource to improve this process in facilitating HVI’s goals of implementing smart technology.
Oversees process as the provider signs and transitions to fully credentials to ensure no delays.
Serve as the liaison for special events, coordinates and facilitates special events including but not limited to dinners, retreats, seminars, philanthropic, and charitable events for the HVI. (ex. HVI Gala, Academic Conferences, American Heart Walk, Community Screening Events, Visiting Professors and Special Guest Speakers).
Assists in the development of event and project proposals and budgets, providing leadership with project plan progression.
Assists in drafting and executing faculty contracts through the WVU School of Medicine Dean’s Office, onboarding of new faculty, initiation and maintenance of international providers’ research scholar Visas (J-1, H1B, O1), and supports other academic functions as necessary.
Assists with maintenance of faculty professional development, including expense reports and corporate purchase card reconciliation.
Prepares timelines and proactively prepares for deadlines over the course of the year as well as some that may be years out upon termination of many contracts, privileges, and employment agreements.
Plays key role in annual department budget process. Ensures appropriate compensation data is managed, tracked, and updated – and communicated to financial analyst during budget by diligently tracking base compensation, state comp, administrative stipends, qualitative and clinical bonuses, chair discretion, and any other retention, relocation, or other bonuses due to providers. Understands details of contracts that may include cost of living adjustments, moonlight or call stipulations, or other incentives that vary from year to year.