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Executive Administrator, School of Medicine, Dean's Office



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 VCU’s generous benefits package that includes: competitive health benefits, paid annual and holiday leave, retirement planning and savings options, tax-deferred annuity and cash match programs, Virginia Retirement System (VRS), professional development & certifications, tuition waiver, parental leave, caregiving leave and community service leave. Learn more about VCU’s benefits here: https://hr.vcu.edu/careers-at-vcu/why-work-at-vcu/

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.

Position Summary:

The Executive Administrator to the VCU Health System’s (VCUHS) Executive Vice President (EVP) for Medical Affairs, Chair of the MCV Physicians (MCVP), and the School of Medicine (SOM) Dean is a key strategic position that masterfully orchestrates various elements between the Health System, MCVP, and the SOM and aligns them into a cohesive set of plans. This position directly reports to the VCUHS EVP for Medical Affairs/Chair of MVCP/SOM Dean and the Senior Associate Dean for Finance and Administration (SADFA)/COO for MCVP along with close coordination with the MCVP President to advance and bring alignment to long-term goals. The Executive Administrator will represent the interests and priorities of the EVP/Dean through effective communication, coordination and strategic integration. Working collaboratively with senior management and faculty, the Executive Administrator supports the EVP/Chair of MCVP/Dean of SOM as well as the SADFA/COO for MCVP and the MCVP President as trusted counsel with a wide range of confidential, complex, and sensitive executive, advisory and strategic duties, that aligns, leads, and implements the VCUHS, MCVP, and SOM’s projects and initiatives. The SOM is proud to serve a diverse and varied group of internal and external constituents. This candidate will need to work effectively across these diverse communities.

Primary Skills and General Responsibilities:

The Executive Administrator will manage the strategic operations for the EVP/Dean, the SADFA/COO, and the MCVP President by actively engaging with constituents to identify existing issues and offer viable solutions. Through these daily duties, they will acquire essential details which they subsequently communicate to the executive teams, thus ensuring their continual involvement in the VCUHS/SOM’s operations. The Executive Administrator is entrusted with the task of implementing and overseeing organization-wide initiatives and programs and serves as a primary strategic facilitator within the organization, including key strategic areas such as VCUHS, SOM, MCVP, and the Graduate Medical Education (GME) offices. The Executive Administrator is responsible for implementing initiatives on behalf of the EVP/Dean, the SADFA/COO, and the MCVP President.

Skills:

  1. Communication: must be effective written and verbal communicator to convey ideas, expectations, and information to a team, stakeholders, and clients.
  2. Leadership: demonstrate effective and trustworthy leadership as they are responsible for planning meetings, determining business requirements, and guiding teams towards success.
  3. Organization: must be highly organized to manage multiple tasks, timelines, and resources simultaneously.
  4. Time management: as guardian of executive leader’s time, they must exhibit exemplary time management skills. Must be able to utilize organization and planning expertise to prioritize tasks, schedule meetings, and resolve work conflicts without burdening executive leaders.
  5. Risk management: must be able to identify potential risks and take measures to mitigate them before they can negatively impact the project.
  6. Problem-solving: must be adept at resolving issues that arise, whether they involve workplace conflicts, internal enterprise opportunities, or external challenges. Must have the ability to find and implement solutions to bolster the SOM’s resilience and adaptability.
  7. Adaptability: must be adaptable and adjust plans and strategies to keep the project on track.
  8. Teamwork: must be able to work collaboratively with a team to achieve project goals.


Core Responsibilities:

  1. Administration
    This leader serves as a strategic advisor, transformation leader and program manager to the EVP/Chair of MCVP/Dean of the SOM, the SADFA/COO for MCVP, and the MCVP President. This role develops and integrates, synthesizes, and unifies mission-critical efforts and priorities. Fully supporting the VCUHS, SOM, MCVP, and GME initiatives, this role frames and structures complex transformation initiatives, prioritizes and steers projects to drive continuous process improvement, leads insightful and actionable analytics in support of operational and fiduciary efficiencies, and aligns policies and procedures with strategic goals.
  2. Transformation and Strategic Initiatives
    Serve as program leader on transformation efforts. Establish program infrastructure, develop change management strategy, and identify and track identified projects. Design and recommend approaches to process improvement. Drive, prioritize, track, and manage transformation initiatives based on strategic planning principles with transparent and measurable outcomes. Leverages analytics and data insights to understand and develop insights to address critical problems, assist in implementing recommendations, solutions, and impact assessment. Foster and champion organizational change; oversees projects using project management and organizational change management disciplines. Track progress against all key initiatives. Provide regular visibility to project status (key decisions, dependencies, issues, risks, and metrics) on a standard cadence through status reporting and program/work stream reviews. Supports the EVP/Chair of MCVP/Dean of the SOM, the SADFA/COO of MCVP, and the MCVP President in solution-driven processes through knowledge acquisition and subject matter expertise development in collaborative coordination with Department Chairs, Institute Directors, and Department Directors of Administration and Finance. Liaise with internal and external constituents, including senior leadership, faculty, staff, students, industry leaders, and government and community officials and the media in support of strategic partnerships and strategic communication. Participate in meetings and events as a representative of the EVP/Chair of MCVP/SOM Dean, the SADFA/COO of MCVP, and the MCVP President. Anticipate and identify issues for discussion at key management meetings; identify appropriate meeting participants: work with appropriate departments to prepare and/or manage the preparation of reports, briefings, presentations, and responses on institutional and strategic issues. Manage changing functional needs, resource capacity constraints, risk exposure and interdependencies. Use data to drive the results of key performance indicators essential for growth.


Minimum Hiring Standards:
  • Bachelor’s degree in business administration, communications, public relations, public administration, or related field
  • Minimum of ten years in progressive administrative or leadership-support role in academic medicine, physician practice plans, and academic health systems.
  • Demonstrated knowledge and understanding of the principles, regulations, policies, and structure of academic health systems, physician practice plans, academic medicine, and graduate medical education.
  • Ability to transparently navigate within the evolving organizational matrix to advance policy, programs and issues deemed mission-critical to the VCUHS, SOM, MCVP, and GME offices
  • Proven and demonstrable leadership acumen, as demonstrated by strength of character, decisiveness, personal accountability and team-building capabilities, underpinning a commitment to institutional advancement over personal accomplishment
  • Excellent oral and written communication, with demonstrated competencies for interpersonal communication with high-level problem-solving skills, change management, and strategic planning
  • Demonstrable broad cultural competence and understanding of the need for inclusiveness and accessibility
  • Organizational excellence experience in strategic planning, project management, change management, service excellence and quality improvement
Preferred Qualifications:
  • Master’s degree in business, communications, public relations, public and/or health administration or related field
  • Experience in executive communication and presentations
Position will remain open until filled. Applications received by February 23rd, 2024 will be given priority consideration.

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.

VCU is committed to hiring veterans! VCU will include a veteran's period(s) of military service in the calculation of their annual leave accrual rate. This may provide veterans with an increased leave accrual!



Salary Range: Commensurate with experience

Department: SOM Dean's Office
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Exempt


ORP Eligible: Yes

University Job Title: Deputy Chief Officer Administration 1-3 (19611Y-19613Y)




Contact Name: Brittany Usera

Contact Email: brittany.usera@vcuhealth.org




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