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Key member of the Department of Pediatrics leadership teams comprised of Chairman, Vice Chairs, Section Chiefs and Departmental Administrator. Responsible for supporting the financial administrative and operational management of the department based on applicable policies and procedures established by UHA, WVU, WVU Healthcare, WVU Research Corp, and WVU Foundation. Provides management support and coordination of all operational matters to the Chairman and Administrator on a daily basis, which will routinely involve highly sensitive and confidential matters. Oversees all human resource functions for all employers within Department of Pediatrics as it relates to WVU, WVU Research Corp, UHA, WVU Healthcare and WVU Foundation. Oversees faculty recruitment activities, serves as departmental Affirmative Action representative and Immigration Liaison. Assists with managing key operational and fiscal support areas of the Department including policy development, implementation, as well as oversight and review of correspondence and critical communication from Chair’s office.

MINIMUM QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor’s degree in Business, Healthcare Administration, or related field.

EXPERIENCE:

1. Three (3) years of supervisory/management experience.

PREFERRED QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor’s Degree in Accounting, Business Administration, Health Administration or other

related field

EXPERIENCE:

1. Two years of progressive administrative in an academic clinical environment

2. Supervisory experience

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. Provides overall management of all clerical support activities for the department, including daily management of all administrative staff supporting 16 sections or programs of the Department of Pediatrics.

2. Responsible for preparing job descriptions, monitoring clerical assignments, preparing staffing schedules, process redesign and work reorganization.

3. Completes performance evaluations and makes discipline and termination recommendations.

4. Coordinates departmental affairs, initiating original operational plans then delegating responsibility and authority to the appropriate staff for accurate and timely completion.

5. Develops and implement policies and procedures to optimize work flow, ordering, record maintenance, telephone triage and response.

6. Advises and is instrumental in the decision making processes regarding personnel assignments.

7. Maintains all job descriptions for WVU, WVU Research Corp, WVU Foundation, UHA and WVU Healthcare employees.

8. Recruits and supervises all administrative support staff, critiquing and monitoring their individual performance, assuring quantity and quality of output is a positive reflection of the Department Pediatrics.

9. Meets with new employees and orients them to the Department. As appropriate, gives information to supervisors to review with new employee.

10. Responds to questions regarding verification of employment for various entities.

11. Interprets policies and directs procedures in advising Section personnel in the proper methods of operation, assuring compliance with guidelines invoked by WVU, WVU Research Corp, WVU Foundation, School of Medicine, UHA, WVU Healthcare, state, federal and international agencies.

12. Participates in monthly Vice Chairs/Section Chiefs and Faculty meetings. Submits items for agenda. Meets with Administrative Support Staff on a monthly basis to provide ongoing training and updates on policies/procedures.

13. Prepares and submits all New Hire, Reviews and approves all payroll information submitted for administrative support staff in the Department.

14. Assists support staff and faculty with a medical, family or personal leaves of absence.

15. Advises individual of appropriate policies, forms needed and facilitates the communication throughout WVU, WVU Research Corp, WVU Foundation, UHA and WVU Healthcare as appropriate (e.g. clinic scheduling concerns, Medical Staff Affairs notification, HR notifications, etc.)

16. Provides oversight of all database content and update with department’s internal database as well as the HSC database for Directory Services and Find-A-Doc.

17. Ensures all departmental web page content is current and makes recommendations for enhancements.

18. Rolebase Administrator for the Department of Pediatrics.

19. Serves as primary point of contact for all personnel matters or concerns associates with satellite clinics.

20. Oversees fiscal and programmatic management of grants, contracts, development funds and all other funding sources held by the department.

21. Assists investigators with daily issues concerning grant funded projects. Maintains researchers grant incentive & indirect cost funds.

22. Maintains researchers salary & incentive plans.

23. Assists Administrator with UHA/WVU Healthcare budget preparation. Monitors budgetary compliance and progress for all departmental activities including, but not limited to, grants, contracts and special projects. Explains variances from the budget.

24. Evaluates the financial performance of the department regarding cost-effectiveness, efficiency, etc., including viability of satellite clinics.

25. Prepares monthly financial reports for the Chair and Administrator to monitor department performance.

26. Oversees all departmental business office activities including, but not limited to authorizing purchases of goods and services, and approving all invoices and transfers prior to payment.

27. Approves deviations from the budget, under the direction of the Chair. Performs all A/P functions for WVU, WVU Research Corp, WVU Foundation, UHA and WVU Hospitals to include processing of requisitions, credit card purchases, purchase orders, travel, etc.

28. Communicates with cardholders regarding credit card issues and to ensure that proper documentation is received in a timely manner. Reconciles monthly statements for credit card holders and secures signatures and necessary approvals.

29. Assures department's physical plant, equipment and furnishings are inventoried to include research labs.

30. Provides critical support to Chair, Vice Chair & Section Chiefs by planning projects and assignment of personnel to meet faculty needs.

31. Meets with faculty routinely to address benefits, leave, promotion and tenure and other critical issues with faculty assignments.

32. Prepares official faculty offer letters under the direction of Chair and Administrator, maintains recruitment files and key documents pertaining to faculty recruitment.

33. Handles assignments by Chair to gather input from faculty or to communicate key tasks that needs completed, especially items related to compliance and adherence to medical staff by-laws and regulations.

34. Completes exit interview for faculty and housestaff, compiles findings and reports to Chair and Administrator as necessary.

35. Provides oversight of the WVU promotion and tenure processes.

36. Must understand and have ability to interpret general rules and policies pertaining to promotion, demotion and tenure.

37. Reviews draft promotion letters by Chair and P&T committee; recommends changes and modifications to deal with school-wide requirements.

38. Monitors entire process to assure Department of Pediatrics compliance with time sensitive deadlines.

39. Serves and departmental liaison to WVU Office of International Students and Scholars to manage all visa needs for departmental faculty.

40. Prepares all the documents necessary to process visas and permanent residency requires for faculty and staff.

41. Serves as the Affirmative Action Representative for the Department and other departments when asked.

42. Attends all search committee meetings and instructs committee members on proper procedure and assures compliance with regulations.

43. Ensures advertisement is in appropriate journals, reviews itineraries and meets with all prospective faculty candidates to provide brief overview of benefits package.

44. Prepares Search and Selection Documents for submission to the Vice President for Social Justice.

45. Maintains regular contact with Section Chiefs and other faculty members.

46. Acts a liaison to internal and external sources. Corresponds with Visiting Professors and oversees details of their visit.

47. Serves a liaison to WVU GME Office as it relates to the departmental residency and fellowship programs.

48. Ensures seamless coordination of efforts between coordinator and administrative support staff within sections.

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. Extended periods of sitting at desk and working at personal computer.

2. Requires ability to walk between HSC, Ruby and POC.

3. Good vision is necessary in making use of computer.

4. Good hearing and speaking skills are necessary in everyday communication and use of telephone

5. Incumbent will need manual dexterity in operating office equipment, including computer keyboard.

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.

2. Fast paced environment with little structure.

SKILLS & ABILITIES:

1. This position requires an extremely high level of analytical skill.

2. This position will be responsible for examining complex fiscal and administrative issues/problems and recommending appropriate solutions.

3. Strong computer skills, communication skills, organizational skills, and planning.

4. Excellent interpersonal skills and ability to motivate administrative staff to provide optimal support to education, academic and clinical/service missions of the Department of Pediatrics.

5. Demonstrated proficiency in Microsoft Office software (including but not limited to, Word, Excel, PowerPoint).

6. Knowledge of all rules, regulations and chart of accounts for the various funding sources.

Finance focused!

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

8234 UHA CH Pediatrics Admin and Education

Address:

1 Medical Center Drive

Morgantown

West Virginia