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VCU Health System
Richmond, VA, United States
28 days ago
VCU Health System
Richmond, VA, United States
28 days ago
VCU Health System
Richmond, Virginia, United States
28 days ago

Description

Virginia Commonwealth University Health System (VCUHS) is seeking a proven leader in ambulatory operations to serve as the Administrator of Family Medicine.

Reporting to the Chief Operating Officer Medical College of Virginia Physicians (COO, MCVP) as well as dually reporting to the Department Chair (Chair), the Administrator provides administrative and financial leadership, oversight, and management to either a single Department, or several Departments, which may be comprised of faculty, staff members and contingent team members in subspecialty divisions when applicable.

The Administrator is responsible for all aspects of the business operations for the departments they oversee including relationship development; strategic planning; legal and regulatory compliance; financial management; participation in the physician compensation plan, a diverse, equitable and inclusive culture, and operations and human resources management. This may include activities related to future growth, inclusive marketing, ensuring equity, increasing access, patient/provider experience and optimizing the department practices across the organization.

The Administrator has overall responsibility for the development of policy and procedure for the department, with financial management of a pre-established budget including but not limited to contract and grant revenues, practice plan income and donor support. The Administrator collaborates with VCUHS ambulatory operations leadership and COO, MCVP to improve clinic operations.

The Administrator assists in the implementation of equitable, inclusive and fair strategies to support the vision of the business functions in collaboration with departmental leadership teams, and partners with VCUHS and MCVP leadership to develop and implement service line models where applicable.

The Administrator ensures departmental and individual compliance with both VCUHS and VCU policies and procedures.

The Administrator partners with Virginia Commonwealth University (VCU) School of Medicine (SOM) leaders to oversee educational and research activities, including basic and translational research and clinical trials. This position is accountable for managing all the university accounts for department(s) in scope as well.

Roles & Responsibilities

  • Performance Expectation: Relationship Development
  • Internal Relationships: Team Members - Internal Partnerships – Works with MCVP, SOM, VCU, VCUHS, department faculty, and VCUHS leadership in developing equitable and inclusive programs, services and initiatives to anticipate future VCU and VCUHS needs, ensures health equity, builds patient loyalty and generates profitable growth. Medical Leadership – Collaborates with Chair and Division Chiefs to ensure departmental and divisional goals are met. Regularly meets with the chair to develop and implement plans to meet strategic goals of the Department and of VCUHS. Students & House Staff – Collaborates with Chair and Division Chiefs to ensure competitive and compliant Graduate Medical Education Program.
  • External Relationships: Clinical Services Groups & Product Service Lines - Supports business development and marketing by partnering with affiliates to develop mutually beneficial equitable and inclusive clinical operations, and marketing plans and programs.
  • University Relations - Partners with Chair and SOM Senior Associate Dean, Finance & Administration in building and enhancing positive relationships with University leadership.
  • Internal Relationships: Employee Satisfaction Surveys are conducted as appropriate and achievement targets are met.
  • Team Member Communications: Develop and implement ongoing communication strategy with targeted messages grounded in diversity, equity and inclusion.
  • Internal Partnerships: Regularly attends meetings with MCVP, VCUHS, and SOM leadership. Comes prepared and actively participates in discussion.
  • Performance Expectation: Department Strategic Planning Processes
  • Partners with Chair, SOM and MCVP in: Developing department strategic plan and budget including 3-5-year strategic goals and measures of success. Establishing annual strategic priorities and implementation plans that are grounded in equity and inclusion. Developing annual report to the Dean and MCVP Administration that is consistent with strategic initiatives. Communicating strategic plan to direct reports. Provides leadership for the development of Department strategic plan and budget. Facilitates this process in partnership with MCVP and VCUHS Strategic Planning, SOM leadership and VCU. Ensures that annual strategic objectives are linked to leadership’s performance targets. Participates as a member of Department Leadership in the development of strategic, capital and other resource priorities and manages them for equitable and maximum benefit to Department and to VCUHS and VCU. Ensures department leadership understands and can represent to all stakeholders the Department strategic plans and targets.
  • Reporting accountabilities include: Annual Report, Department Review, Academic Plan
  • Strategic Planning Process: Department plan is aligned with VCUHS plan. Department strategic plan approved by MCVP Board and SOM leadership. Direct reports understand and support strategic plan. Department budget approved and patient volume targets achieved.
  • Performance Expectation: Financial Management
  • Department Financial Strategies & Policies: Supports VCUHS and VCU financial systems and standards in a coordinated, equitable and efficient manner.
  • Partners with SOM and MCVP leadership in developing performance targets. Incorporates provider productivity and compensation data according to the annual provider compensation plan requirements working with COO, MCVP and Physician Compensation team
  • Department Budgeting and Operating Planning Analysis: Leads the Department in the development and implementation of capital and operating budgets using system-wide standards and processes. Partners with SOM and MCVP leadership in developing performance targets. Incorporates productivity and compensation data according to the annual compensation plan requirements.
  • Department Revenue Cycle Management: Works closely with MCVP Administration and VCUHS Departments regarding efforts and strategies to improve the efficiency of the revenue cycle. Collaborates with internal and/or external third-party partners in the equitable and effective management of the revenue cycle operations. Ensures clinical faculty are trained regarding billing documentation and actively intercedes with faculty through implementation of corrective action when non-compliant behavior is suspected or identified. Immediately notifies MCVP Administration and VCUHS Compliance of situations which appear to be inconsistent with VCUHS policy, Federal and State laws, or IRS guidelines.
  • Department Financial Reporting: Remains knowledgeable of VCUHS policies and procedures as they relate to the administration of resources booked on VCUHS’ general ledger. Ensures that departmental staff involved in managing VCUHS’ general ledger funds are current on all systems in scope and VCUHS policies and procedures and are appropriately trained to ensure equitable management of funds. Facilitates performance reporting systems within department. Ensures timely, accurate reconciliation and reporting of department financial status reporting including monthly department management reports.
  • Ensures appropriate systems and staff are implemented to equitably and effectively monitor and manage all university accounts, including: Monitors unsponsored research expenses related to personnel, facilities fees, supplies and other expenses.
  • VCU Grants Management, Accounting and Compliance: Ensures that departmental staff administering all, or a portion of, a sponsored research project are current on all VCU policies and procedures related to grants administration and compliance. Monitors sponsored expenditures each month to ensure compliance with OMB Circular A-21 standards related to allowable costs, effort reporting and cost-share on federally sponsored grants and contracts. Reports unresolved issues of non-compliance to Department Chair, SOM Dean’s Business Office, and the Director of Research Administration and Compliance for VCUHS within one week of discovery. Works closely with SOM administration regarding registration and management of all grants.
  • Department Compliance and Management Control: Provides administration and oversight of ARMICS (Agency Risk Management Internal Control Standards) as defined for the Department by the Commonwealth of Virginia and the University.
  • Ensures that fiscal, procurement, grants management and other business-related personnel under this position’s direct or indirect management are compliant and leads the effort to promptly correct deficiencies as they are identified and ensures that corrective actions are maintained. Reports significant non-compliance of departmental, School or unit based ARMICS procedures to the School of Medicine Associate Dean for Finance and Administration and the VCU Health Sciences ARMICS Coordinator within one week of discovery of non-compliance.
  • Clinical Productivity: Tracks physician productivity measures through internal and external benchmarks. Seeks and proposes corrective action as appropriate. Incorporates productivity data into all aspects of department operations and budgeting. Develops and implements systems to equitably monitor the clinical and research impact of new faculty. Develops and implements profit and loss statements for each faculty member. Rolls these up into division reports and a comprehensive department report. Regularly reviews compensation and performance reports with faculty and responds to questions in a timely and accurate manner.
  • Financial Strategy and Policies: Budgetary process meets agreed upon development timeline and targets for both VCU and VCUHS.
  • Budget and Operating Planning Analysis: Department budgetary targets are met.
  • Revenue Cycle Management: Revenue cycle targets are logical and realistic.
  • Department Compliance and Management Control: Periodic compliance reviews conducted by compliance department.
  • Clinical Productivity: Working knowledge of national benchmarking tools adopted by SOM, MCVP, and VCUHS leadership.
  • Performance Expectation: Operations
  • Space Planning: Facilitates planning strategy, plan development and implementation. Oversees space allocation. Ensures adequate office and clinical space for newly recruited faculty. Coordinates requests for leased space through MCVP Administration. Communicates space needs for, and all requested repairs and renovations of, department-occupied University space, (e.g., faculty and staff offices, wet and dry research space, and educational support space) through the Office of the Dean.
  • Research: Oversees grant submission, operations and financial management including:
  • Program and Business Development: Designs, develops and implements equitable and inclusive clinical programs which are part of a comprehensive delivery system, and are consistent with and meet departmental and institutional goals. Works with Chair to evaluate current programs and assess needs to implement new programs. Develops business plans for new programs using VCUHS business template. Ensures appropriate legal documents are developed and approved.
  • Education Program Management: Organizes and supports the teaching mission of the department. Equitably and inclusively facilitates and coordinates department’s Graduate Medical Education Program, ensuring all documentation requirements are met.
  • Legal Services and Regulatory Compliance: Works closely with SOM, VCUHS, and MCVP leadership to: Ensure all areas of accountability are compliant with all federal, state, and local regulatory standards and requirements, including JCAHO, Department of Health, funding agencies, FDA, HIPAA, HCFA, DPW, LCGME, ACGME, department specific NIH guidelines and others.
  • Space Planning: Coordinates direct dollars per square foot against benchmarks.
  • Research: Ensures grant dollar submission targets are met. Ensures grant dollar award targets are met. Ensures timely filing of financial reports.
  • Program and Business Development: Monitors agreements implemented with corporate partners and other healthcare entities. Verify programs deliver incremental net revenue to the Health System, unless granted an exception during the formal approval process.
  • Education Program Management: Achieve number of courses targeted for fiscal year. Set criteria to ensure participant pool is diverse and that the pool meets the number targeted for the fiscal year.
  • Legal Services and Regulatory Compliance: JCAHO, LCGME, ACGME accreditation. Ensures continuous survey readiness plan is in place, is also responsible for ensuring successful compliance with all other agencies. All VCUHS, SOM, and University staff is compliant with regulatory requirements.
  • Performance Expectation: Human Resources Management and Staff Development
  • Human Resources: Partners with Business Advisory to design, develop and implement equitable and inclusive strategic and operational human resource management practices for the department in alignment with VCUHS human resources policies and guidelines.
  • Workforce Planning: Understands the role and value of all departmental administrative personnel, including work product and cost to the department. Develops an equitable talent management plan for current and future staff. Develops an equitable and inclusive succession plan for critical positions. Ensures VCU and VCUHS policies and processes are followed regarding faculty recruitment and hiring, including timely use of established processes.
  • Attract/Recruit: Recruits qualified and diverse staff to meet operational needs who are service-oriented and who align with VCUHS’ core values. Provides effective orientation of new staff to their roles, accountabilities and performance. Promotes a diverse, equitable, inclusive and accessible workplace.
  • Development: Encourages continuous growth and helps staff realize full potential by identifying stretch objectives and collaboratively creating learning plans. Provides effective and timely performance management. Ensures annual staff development plan inclusive of all members of diverse team is prepared and implemented. Turnover monitored and reduced where possible. Holds regular staff meetings with a pre-determined cadence that works for all team members. Evaluation of department staff is conducted in an equitable and inclusive manner consistent with the policies and timelines set by VCU and VCUHS.
  • Appointments and Promotions: Partners with Chair and SOM leadership in the annual recruitment of new Residents. Provides administrative support to facilitate equitable faculty appointments and promotions for faculty, residents and fellows, and staff.
  • Change Management: Proactively develops equitable and inclusive change management and communication strategy for major organizational activities and events. Implements equitable and inclusive change management strategy within department, MCVP and VCUHS in alignment with VCU and VCUHS objectives. Ensure appropriate follow-up of major issues. Manages routine and crisis communications throughout the department as they arise. Ensures staff faculty and colleagues are informed prior to major organizational initiatives
  • Performance Expectation: Miscellaneous Responsibilities Performs other duties as assigned and/or participates in special projects in order to support the mission of VCUHS and department. Provides assistance to team members, as needed.
  • Accepts alternate assignments, as required.


Requirements

  • Bachelor’s degree in business administration, finance, healthcare administration or related field and at minimum five to seven years of progressive experience in responsible financial management, administrative/ operational, and/or supervisory work experience in healthcare setting. Master's degree preferred.
  • Demonstrated success working in a matrixed management model within academic medicine.
  • Experience of educational and scholarship programs and funding.
  • Experience with development of clinical service lines in complex organizations.
  • Experience with fund accounting desirable.
  • Experience leading diverse teams.
  • Demonstrated ability to manage and motivate and lead the development of mutually beneficial relationships within the medical school, the university and the health system.
  • A solid grasp of the challenging issues facing schools of medicine and academic medical centers today as well as the dynamics of a major research enterprise, including trends in multidisciplinary, team-based science.
  • In-depth understanding of the medical school educational enterprise and a collaborative approach to administration, undergraduate medical education and graduate education.

Job Information

  • Job ID: 63774878
  • Location:
    Richmond, Virginia, United States
  • Position Title: Department Administrator
  • Company Name For Job: VCU Health System
  • Setting: Academic Medical Group
  • Job Function: Executive
  • Job Type: Full Time
  • Job Duration: Indefinite
  • Min Education: Experienced
  • Min Experience: 5-7 Years
  • Required Travel: 0-10%

Please refer to the company's website or job descriptions to learn more about them.

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