| Duties & Responsibilities | Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU’s sponsored research, the School of Medicine is internationally recognized for patient care and education. All full-time university staff are eligible for our generous benefits package that includes choices for health, vision, and dental coverage, life-insurance, short and long-term disability coverage, retirement planning, tax-deferred annuity and cash match programs, flexible spending accounts, tuition benefits, significant paid-time off, 12 paid holidays, and more. Explore our benefits further here: https://hr.vcu.edu/current-employees/benefits/university-and-academic-professional-benefits/ The
Division/Office of Educational Affairs Administrator consults, advises, and
assists educational operations management in providing leadership and direction
by performing a combination of the following: financial reporting and management,
research management, budget development and monitoring, operations, physical
plant maintenance and space planning, human resources management, and all
components of the Office of Educational Affairs’ mission. Provides staff
supervision while promoting a diverse, equitable and inclusive culture. Ensures
compliance with VCU and VCUHS policies and procedures. The
Division/Office of Educational Affairs Administrator works closely and in
collaboration with different Divisions, physicians, advanced practice providers,
staff, and VCU and VCUHS management and administrative personnel to resolve
problems, workflow issues, customer service issues, human resource issues and
to implement new initiatives, policies, programs, etc. The
Division/Office of Educational Affairs Administrator maintains current
knowledge of all state and federal laws and regulations and University and
Health System policies and procedures. The position ensures that educational
operations are sound and efficient, educational programs meet regulating body
requirements, and all grants and contract awards are implemented. Reporting
requirements are conducted in accordance with established University and
sponsoring agencies requirements. Reporting
to the Department Administrator, the Division/Office of Educational Affairs
Administrator provides administrative support and leadership to the Office of
Educational Affairs under the auspices of an MCVP Administrator and the
Associate Chair of Education. Essential
Job Functions: Educational
Operations:
Works
with Associate Chair of Education and other leadership to optimize departmental
educational program administration and operations.
Duties
include but are not limited to:
-Assists the Associate Chair of Education in ensuring all programs remain in good standing with VCU School of Medicine, VCU Health System Graduate Medical Education (GME) and the Accreditation Council for Graduate Medical Education (ACGME).
-Works with the Associate Chair and Program Director(s) to develop and implement process maps and timelines to ensure all coordination activities are properly organized and completed.
-Provides primary administrative coordination and support for the Office of Educational Affairs
-Seeks opportunities for continual improvement of OEA processes.
-Supervises and oversees the OEA program/clerkship/educational programing coordinators and administrative support staff and ensures they complete required administrative activities in a timely manner and in compliance with the OEA standards and expectations
-Establishes and communicates with the OEA staff the schedule of office activities, prioritizes tasks, manages workflow, and ensures awareness of important deadlines
-Performs timekeeping and ensures VCU policies are followed by all office staff.
-Oversees, supports, and supervises Office of Educational Affairs coordinators in their daily operational activities for the clerkship, grand rounds, core residency, and fellowship programs
-Works directly with the Associate Chair and Program Director(s) to develop and implement process maps to streamline the various activities of the office and ensure timely completion of all functions -Foster a collaborative inclusive and team-oriented workplace where diversity and individual differences are valued. -Oversees and supports the program coordinators in preparing program materials and reviews with the Program Director(s) before distribution, including surveys (ACGME, GME Track, Web Ads, etc.), program self-study, resident manuals and handbooks, narrative descriptions for accreditation review, data forms, and other reports as required by residents, or for internal committee reviews. -Oversees the coordinators in the production and distribution of rotation and on-call schedules, didactic conference schedules, and all educational schedules and updates in New Innovations by the program coordinators
-Serves as the immediate supervisor for the Research Coordinator and coordinates the dissemination of any related surveys or other research instruments to trainees
-Oversees the office manager in the completion of financial record keeping, and coordination of all activities related to program-wide events such as meetings, conferences, and graduation
-Oversees the office assistant/receptionist in the completion of their duties (answer phones, delivering/sorting mail and fax messages, etc.)
-Oversees the program coordinators in the annual match/recruitment administration process and ensures program coordinators maintain the Electronic Residency Application Service (ERAS) to ensure applications are complete and generate rank lists, etc.
-Serves as the primary Office of Educational Affairs liaison with VCU School of Medicine, VCU Health System, GME, and external organizations such as Veteran’s Administration Medical Center (VAMC) and ACGME
-Supports the Program Director(s), Associate Program Director(s), and the Associate Chair of Education with program committee meetings (residency committee, clinical competency committee, core educators, Milestones, etc.), semi-annual reviews, and other related evaluations
-Supervises the coordination of special activities with students/residents/fellows, program directors and Associate Chair of -Education (graduation, annual faculty reviews, resident retreats, for example).
-Update program/office policies as needed and as GME policies change Human
Resources Management: Manages,
supervises, and directs assigned administrative and support staff to include
determining staffing needs, recruitment, hiring, work assignments, completing
and providing input on performance evaluations, disciplinary/corrective action
and employee training and development. Oversees
all human resources functions within the Office of Educational Affairs and
serves as the liaison and contact for all human resources matters related to
the OEA staff. Collaborates with VCUHS Human Resources and the HR Business
Advisory team to assist in the design, develop, and implement equitable and
inclusive strategic and operational human resource management practices for the
office /department. Participates
in staff recruitment for the Department which includes developing pro-forma to
assess financial and program impact of new staff and services. Responsible for recruitment,
advertising, hiring and relocation of new staff. Oversees onboarding new staff,
handles, and verifies contracts and agreements, and works in collaboration with
MCVP and VCU Human Resources in the administration of the annual staff salary
process. Performs and completes staff
evaluations in consultation with the Associate Chair of Education and program
leadership and provides written and verbal feedback to each OEA staff member. Other
duties include but are not limited to: -Works with the Office of the General Counsel and the VCU Office of Immigration Services as needed on visa issues and all related matters for existing/prospective employees from other countries.
-Communicates with the Associate Chair of Education, program directors, staff to ensure all remain up to date on current health system policies.
-Prepares and handles all related paperwork and documents.
-Administers VCU/VCUHS Human Resources policies and procedures.
-Prepares and coordinates all required human resources paperwork.
-Ensures responsibility and visible commitment of diversity equity and inclusion programs/initiatives through collaboration and implementation of initiatives across the health system.
-Responsible for oversight and compliance for education programs in the specialty for which the Division/Office of Educational Affairs administrator oversees. Grants
Administration: Directs
and oversees contract and grant acquisition, written proposals, budget
preparation and administration and monitoring of funds to ensure university,
state and federal requirements and regulations are met. Administers
activities that are necessary to the application and management of grant
programs focusing on the fiscal and operational aspects. Oversees the administration of expenses
charged to grants for appropriateness and confirms that funding is budgeted,
and expense is allowable Productivity
& Compensation Plan Oversight Adjusts
providers’ educational positions to ensure illustrations appropriately reflect educational
work expectations of faculty. Leadership/Relationship
Development: Provides
strong team oversight and promotes and manages change. Responsible for ensuring
Office of Education Affairs’ priorities are aligned with the strategy of the
organization. Responsible for developing a diverse, equitable and inclusive
team culture, and ensures stakeholder feedback is incorporated into operational
plans. Represents the department(s) in various committees and task forces as
needed. Collaborates with Associate Chair of Education, Program Directors, and
staff to ensure open communication and perceived urgency of suggested
operational improvements. Responsible for OEA engagement in collaboration with the
Associate Chair of Education. Regulatory
Compliance: Responsible
and accountable for supporting efforts to remain in compliance with all
federal, state, and regulatory requirements by complying with federal, state,
and regulatory agency requirements. Takes prompt and effective corrective
action if infractions are identified. Demonstrates cooperation, respect and
professionalism during audits and surveys Other
duties include but are not limited to:
-Interprets ACGME specialty program requirements; identifies and advises program director(s) of changes/processes; communicates as necessary to trainees and faculty
-Ensures that all programs remain in good standing. This includes, but is not limited to working with Program Directors to ensure all ACGME Institutional, Common Program, and Specialty Program guidelines are met
-Oversees coordinators in separation of graduating trainees, ensures all institutional requirements are met before releasing graduation certificates
-Ensures all Affiliation Agreements are kept current and initiates new agreements as required
-Supervises maintenance of accurate and easily retrievable records of resident training (New Innovations, GME, etc.)
-Serves as a key participant in office review by ACGME, GME and LCME, as applicable
-Keeps current with ACGME accreditation and credentialing requirements and ACGME core and specialty competencies for advancement and evaluation; as content expert, communicates changes to program directors & faculty and provides training to faculty members, associate program directors, core educators and Chief Medical Residents
-Oversees the coordinators in the distribution, tracking and filing of student, resident, faculty and rotation evaluations.
-Oversees coordinators in drafting verification of training forms, tracking of resident procedures in New Innovations, and monitoring residents’ eligibility status
-Oversees the coordinators in scheduling semi-annual resident reviews with program director or associate program director, including portfolio reviews and milestones Safety/Quality/Performance
Improvement/Benchmarking:
Collaborates
with faculty, advanced practice providers, management, and team members to
establish an environment which speaking up for safety is both encouraged and
expected.
Identifies
opportunities for process improvements as applicable.
Regularly tracks and analyzes metrics and monitors key performance indicators to adhere to agreed-to trends and best practices in order to develop strategies
for improvement. Contributes to long- and short-term strategic planning and
departmental operations improvement.
Assist the Associate Chair, Program
Director(s), and Associate Program Director(s) with Faculty Development and
other quality improvement initiatives for the office and programs Information Systems Management: Assists with all information technology needs for the Office
of Educational Affairs and assists in the implementation and management of
hardware and software to support the function of the Associate Chair of
Education, Program Directors, and staff.
Obtains and organizes data from multiple systems and
sources (MCV Physicians, and VCU Medical Center, etc.) to monitor the regulatory
compliance and fiscal integrity of the OEA and remains current with needed
computing skills.
Handles all computing expenditures and inventory of
equipment and software for the relevant area(s) of the Department(s).
Provides information systems
management and report compilation to assist the Associate Chair of Education in
program development, management, and oversight. Space Planning Management: Assists with short-term and long-range space
planning.
This includes but is not limited to:
Meets with space analysts and determine space requirements.
Coordinates activities/projects with Facilities Management, architectural consultants and construction contractors.
Determines fiscal requirements for renovations and new building projects.
Handles, communicates, and coordinates all physical moves.
Working with department Administrator, develops financial plan for consideration and approval of facility projects including any capital requests needed in space expansions. Special Projects:
Collaborates with Department Administrator and Associate Chair of Education on special projects as assigned Minimum Hiring Standards:
-Bachelor’s degree and 1 to 3 years of relevant professional experience or equivalent combination of education, training, and experience
-Strong organizational and multitasking abilities.
-Excellent written and verbal communication skills.
-Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software. Preferred Qualifications:
Master’s Degree in Business Administration and/or
Masters in Human Resources
TAGME Certification or willingness to complete Additional Information:
ORP Eligible: – YES
Hours / weeks – 40 hours weekly
Title Details: Education Administrator, Office of Educational Affairs
University Title: Administrator, GA 1-3
University Code: (19911Y – 19913Y)
University Job Family: General Administration The position will remain open until a candidate is selected. The School of Medicine continuously strives for our workplace and learning environment to reflect the demographic and social milieu of the communities we serve. All qualified applicants are encouraged to apply. Virginia Commonwealth University is an equal opportunity, affirmative action university providing access to education and employment without regard to race, color, religion, national origin, age, sex, political affiliation, veteran status, genetic information, sexual orientation, gender identity, gender expression, or disability. |
