Neurology Division Administrator

VCU Health•Richmond, VA

9d•$83,096 - $155,813

About The Position

The Division Administrator provides leadership and administrative direction for one or more divisions, reporting to the Department Administrator and maintaining a dotted-line relationship with Division Chairs/Chiefs. The role supports the Department’s clinical, educational, and research missions through management of finances, grants, clinical operations, staffing, information systems, revenue cycle, regulatory compliance, and physical space. The administrator works collaboratively with physicians, advanced practice providers, staff, divisional and departmental leaders, and VCU and VCU Health System personnel to resolve operational and personnel issues and implement initiatives, policies, and programs. The position oversees clinical practice operations and provider schedules, supports recruitment and onboarding, manages staff and human resources functions, develops and monitors budgets, and administers research grants and contracts. It also monitors productivity and compensation processes, promotes an equitable and inclusive team culture, supports regulatory compliance and quality improvement, and coordinates information technology and space planning. The administrator is responsible for maintaining knowledge of applicable laws, regulations, and University and Health System policies, and for ensuring that reporting and operational requirements are met. This role is performed in a general office environment, with possible periods of frequent interruptions. The position may involve lifting or carrying up to 50 pounds and sitting, walking, or standing for part of the workday. It requires managing multiple priorities, adapting to frequent change, and handling frequent and intense customer interactions. The stated compensation range is $83,096.00–$155,812.80; actual offers depend on experience, credentials, and qualifications.

Requirements

Bachelor’s degree required.
0–3 years of relevant experience in a healthcare environment; commensurate education is considered.
Progressively responsible management work experience with financial and supervisory oversight is expected.
Financial management, budget supervision, and productivity monitoring skills.
Decision-making ability to determine actions needed to achieve goals in collaboration with the administrator.
Supervisory experience and ability to lead and manage teams and foster a diverse, equitable, and inclusive team culture.
Familiarity with data analytics and business intelligence platforms.
Understanding of revenue cycle workflows, professional billing, and key performance indicator monitoring.
Ability to communicate complex information in common terms and represent the Department effectively with internal and external stakeholders.
Attention to detail and accuracy, and adherence to high standards of excellence.
Ability to use financial, Human Resources, University, and Health System resources to make independent decisions and determine actions needed to achieve divisional goals.
Experience using Microsoft software, including spreadsheets and databases.
Ability to manage multiple priorities and adapt to frequent change.
Physical ability to lift or carry 0–50 pounds 1–33% of the time; sit, walk, or stand 1–33% of the time; and perform manual dexterity, finger dexterity, and repetitive arm or hand movements.
Ability to hear alarms, telephone, and tape recorder; strong recall, reasoning, problem-solving, hearing, clear speech, legible writing, reading, and logical thinking.

Nice To Haves

Master’s degree preferred.
Supervisory experience preferred.
Administrative and/or financial management experience in an academic medical center or large physician group practice preferred.
Experience with Enterprise Resource Planning systems, Electronic Health Record systems, and VCU and VCU Health System information systems preferred.
Experience leading diverse teams preferred.

Responsibilities

Work with division chiefs and other leaders to optimize outpatient and inpatient physician and advanced practice provider practices.
Develop business plans to increase outreach and market share, and collaborate with clinical leaders to improve practice efficiency and effectiveness.
Co-manage provider schedules with ambulatory, procedural, and inpatient teams to ensure appropriate clinical coverage.
Communicate and develop plans to increase provider productivity in accordance with practice plan standards.
Work with program directors to incorporate house staff into patient care models and support departmental marketing efforts.
Supervise and direct administrative and support staff, including determining staffing needs, recruitment, hiring, work assignments, performance evaluation input, corrective action, and training and development.
Oversee divisional human resources functions, serve as the human resources contact, and coordinate with VCU Health System Human Resources and HR Business Advisory on equitable and inclusive practices.
Participate in faculty and advanced practice provider recruitment; prepare pro formas; oversee advertising, hiring, relocation, onboarding, contracts, agreements, and related salary-process coordination.
Coordinate visa matters with the Office of the General Counsel and VCU Office of Immigration Services as needed, communicate current Health System policies, and prepare and coordinate required human resources documents.
Administer VCU and VCU Health System human resources policies and procedures and support diversity, equity, and inclusion initiatives.
Oversee compliance for specialty education programs.
Maintain financial controls and oversee divisional financial matters, including travel, accounts receivable, purchasing, budgets, revenue, and expenditures.
Prepare and present financial statements and reports; reconcile accounts; investigate variances; perform forecasting and statistical analysis; and support long-range financial planning.
Collaborate with division leadership on equitable, financially sound operating budgets and with partners on revenue cycle operations.
Ensure provider documentation for clinical activity is consistent with MCVP and Compliance Services policies, and establish and monitor financial internal controls.
Assist clinical teams with business plans for clinic capacity, expansion, and capital requests.
Direct and oversee grant and contract acquisition, proposals, budget preparation, administration, and monitoring to ensure compliance with applicable requirements.
Oversee grant expenses for appropriateness and allowability, and serve as the division’s effort reporting coordinator.
Liaise with principal investigators, research coordinators, sponsors, and University offices to obtain and manage grants.
Work with research coordinators to ensure compliance with local, federal, and international human research requirements; review proposals for compliance and advise on sponsor requirements.
Oversee submission of regulatory information to the Institutional Review Board for clinical trials, negotiate sponsor budgets, and monitor grant expenditures.
Maintain knowledge of computer systems used to support research.
Adjust provider work efforts to reflect clinical expectations, collaborate on compensation requests, and assist with productivity analysis and accountability.
With division chiefs, oversee remediation plans to meet MCVP and VCU productivity expectations and assist providers with credentialing and professional liability verification.
Align divisional priorities with organizational strategy, lead and manage change, develop an inclusive team culture, incorporate stakeholder feedback, represent departments on committees and task forces, and support divisional engagement.
Support compliance with federal, state, and regulatory requirements; take corrective action when needed and cooperate professionally during audits and surveys.
Promote a culture in which speaking up for safety is encouraged, identify process improvements, analyze metrics and key performance indicators, and contribute to strategic planning and operational improvement.
Work with the Department Administrator and revenue cycle partners to review billing operations, authorization processes, denial and accounts receivable reports, open encounters, coding, and documentation.
Develop and execute plans with revenue cycle partners to improve key performance indicators.
Assist with divisional information technology needs and implementation and management of hardware and software.
Collect and organize data from multiple systems to monitor divisional fiscal integrity and manage computing expenditures and equipment and software inventory.
Assist with short- and long-range space planning, assess space requirements, coordinate facilities and construction projects and physical moves, and develop financial plans for facility projects and capital requests.
Collaborate with the Department Administrator on assigned special projects.