Department Administrator II - Eastern Virginia Medical School

 The Department Administrator II for the Department of Medicine works effectively with the Chair, Department/Division Administration, Faculty, and the clinical operations teams to ensure overall financial performance within budgeted parameters and Department/Division forecasting and analysis. This position serves as the Chief Financial Officer for the Department/Divisions, and coordinates with both internal and external resources to ensure optimal financial oversight and support. This position leads the annual budget preparation and long-range financial forecasting for the Department/Divisions, prepares appropriate budget variance analyses to drive any corrective action, prepares necessary business plans for capital expenditures, and/or new clinical programs. This position is responsible for working with the Department Administrator in continuous improvement of the financial performance of the Department. The person will also help identify and assists in solving problems which present as barriers to effective financial performance. They are also responsible for effective and efficient handling of day to day financial operations of the Department, including active research programs, and fellowship programs that require program finance administration

• Serves as primary financial administrator providing financial and administrative oversight, ensuring compliance and adherence to ODU/EVMS policy & procedures.
• Responsible for the Financial Reporting of the Department.
• Sole person responsible for the development & maintenance of annual operating budgets
• Ensure fiscal order and cost analysis with each reporting entity, identifying and engaging problem resolution as needed
• Provide an insightful resource as to EVMS Medical Group (MG) clinical data for the Department/ Divisions/ Faculty by analyzing monthly MG billing data including, clinical productivity, charges, collections, service analysis, provider performance, income data, payor mix, etc.
• Prepare, maintain and report wRVU calculations and clinician productivity to provide regular productivity measures to clinicians.
• Facilitate all month-end closing cycle entries, prepare invoices and ensure activity is recorded appropriately.
• Develop Financial Business Plans, prepare pro-formas for Finance Committee presentations, or to other institutional committees as needed;
• Supervise payroll portal activity, and timecard activity & authorization.
• Primary individual responsible for the development and maintenance of all operational and capital budgets for all Department.
• Primary resource for financial management, budget development, monitoring data and comparing financial results to projections, identifying revenue and expense variations, trending patterns for the Department’s fiscal operations;
• Serve as Department point of contact and oversight to establish Sentara Health- Electronic Charge Capture requests for all hospital providers (form submission).
• Primary resource responsible for the administration of the Pcard program, authorizing and monitoring user activity to ensure compliance to policy & procedure;
• Primary resource in authorizing/facilitating expense reimbursement.
• Meet regularly with Chair/Chief Administrator to keep up to date on issues.
• Maintain successful, effective working relationships and serve as primary point of contact on budgetary matters with the Budget Development Office and with the Business Management Office, and coordinate activity with key personnel within those offices;
• Maintain open lines of communication with Division Chiefs by attending interdepartmental meetings with Division Chiefs to review Divisional Finances and reports
• Maintain financial activity as it relates to clinical contracts, and provide timely information to leadership and vested personnel; (e.g., effective date, termination date, renewal terms, and monetary escalator, as applicable)
• Develop strategy to effectively communicate financial and clinical productivity information to faculty and staff that aligns with Department’s strategic priorities;
• Process all Departmental Personnel Action items for payroll processing (i.e., On boarding, Terminations, Reclassification, Promotions, 1time payments, Time & Effort Adjustments, etc.)
• Serves as secondary Administrator/Supervisor of Administrative support staff in the absence of the Chief Administrator.
• Responsible for the planning, development, direction, coordination and implementation of business activities to include all budgetary responsibilities and business functions related to patient care service programs, educational missions and research grant submissions.
• Coordinates the overall administrative, finance & business functions with Business Management & Financial Services personnel within ODU/EVMS.
• Developing strategies for meeting and improving upon Department budgetary goals and productivity efficiencies;
• Provide Department oversight to ensure compliance with institutional finance policies;
• Provide training and guidance to staff charged with processing financial transactions;
• Coordinate Department charge activity questions/concerns with MG Coding Supervisor such as, outstanding/overdue charge submission by provider (tasks)
• Responsible for compliance with regulations, adherence to budgets, and policies and procedures.
• Provide budget development support, coordinate with Grants Accounting and Office of Sponsored Programs as well as tracking for Principal Investigators as needed.
• Coordinate with the Developmental/Foundation Office funds to include:
• Budgets and expenditures aligned with required uses /approvals
• Coordinate requests of information from Foundation for reporting on use of funds
• Keep leadership informed of fund balances and opportunities
• Performs other related duties as assigned

Bachelor’s degree in Finance, Accounting, or Healthcare management required.

Master’s degree and/or CPA credential preferred.

Eight years of progressively more responsible positions with experience in budgets, accounting and finance required.

Expert knowledge of Excel spreadsheets.

Experience in healthcare and/or medical group finance preferred.