Director of Administration - Morgantown, United States - West Virginia University

Description

West Virginia University Health Science Center is currently accepting applications for a (Hybrid) Director of Administration with Health Affairs Institute

About the Opportunity

WVU Health Affairs Institute (HAI) is seeking a Director of Administration to join our team.

The Director of Administration will be responsible for the planning, coordination, and direction of administrative activities for the Health Affairs Institute.

The Director of Administration serves as the primary advisor to the Institute Deputy Director and also maintains direct oversight of critical functions, including Institute administration and pre-and post-award administration.

We strongly believe in work-life balance and keeping time for things we love outside our work.


WVU offers generous benefits, including:

• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year
• 18 sick days per year

(for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)

• WVU offers a range of health insurance and other benefits (this position is a benefits-eligible non-classified staff position)
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What you'll do:

Institute Administration:

• Serves as second in command to the Institute Deputy Director.
• Oversees the administrative leadership team comprised of Assistant Directors and Managers, and the program coordinator functional team and supervises and manages the performance of Health Affairs administrative staff.
• Oversees, plans, directs, and independently coordinates organizational programs, projects and/or other activities including policy formulation, management of daily operations consistent with business objectives and the strategic plan set by the Institute Deputy Director.
• Provide strategic insight and advice to the Institute Deputy Director on administrative initiatives that are aligned with the Institute strategic plan.
• Leads the development and management of the Health Affairs Institute risk register including identification and management of Institutional risks, associated mitigation strategies and issue management and reporting.
• Oversees the development and management of Health Affairs Institute Standard Operating Guidelines and Procedures and maintains centralized administrative policies for functional areas of responsibility.
• Leads the development and implementation, management, and sustainability of onboarding, and management of HAI staff.
• Oversees HAI's human resources policies, procedures, and practices, including the staff performance management process in accordance with University policies.
• Oversees international visa processes for multiple Health Affairs staff. Must have thorough understanding of Federal regulations as they relate to foreign nationals and their employment
• Develops and maintains collaborative relationships with key University partners including Talent & Culture, Finance, ITS, OSP, Procurement, Post-Award accounting, and Legal Affairs
• Develops and fosters effective collaborations between high-level stakeholders at the Departments of Health, Human Services and Health Facilities, and other agency partners, Health Affairs Institute, and the HSC university community.
• Administrative liaison with all WVU central administrative units. Works with central administrative units on complex issues and makes high level decisions impacting Health Affairs Institute with minimal oversight.
• Oversees the management of Health Affairs Institute offices located in Morgantown and Charleston.
• Facilitates space planning and makes recommendations to the Institute Deputy Director regarding HAI facility requirements.
• Develops and manages the HAI Administrative unit annual budget.
• Actively participates in leadership functions to effectively communicate vital information, and to advise/troubleshoot solutions that will enhance the efficiency of administration at the HSC.
• Provides accurate and timely reports outlining operational condition of the Institute per request of the Institute Deputy Director.
• Lead special projects as assigned by the Institute Deputy Director.

Pre- and Post-Award Administration:

• Collaborates with Executive Leadership on the initiation and facilitation of the contract scope of work and budget preparation, and submission process from initiation through the assembling of the application package. Review materials and educate project leadership as needed and serve as a direct liaison to the OSP reviewer assigned to submit the proposal to WV State Health Department and other agencies partnering with Health Affairs.
• Maintains his/her knowledge of contracts and grants administration to serve as an advisor to project leadership within Health Affairs by creating an effective application process that proves successful for submitting high-quality applications using the standard Health Affairs scope of work and budget templates.
• Collaborates with Executive Leadership on the preparation of proposals, with a varying level of complexity, for the WV State Health Department and other agencies partnering with Health Affairs.
• Maintains frequent, close interaction with WV State Health Department contract officials to provide information and resolve issues ranging in complexity related to Health Affairs contractual initiatives.
• Manages WV State Health Department-sponsored projects/contracts (in collaboration with the Offices of Sponsored Programs and Sponsored Projects Financial Accounting) from award initiation through closeout.
• Collaborates with the Director of Program Development and Management to determine programmatic and financial needs for extramural funded projects with varying levels of complexity.
• Interprets and educates others on granting laws, regulations, policies, and procedures and ensures that institutional and sponsoring agency policies are followed.
• Approves and manages monthly financial reports and provides financial oversight on portfolios and programs.
• Provides guidance and initiates necessary actions for all project status changes and/or extension requests.
• Advise/troubleshoot solutions that will enhance the efficiency of post-award administration at the HSC.
• Advises/educates members of the Health Affairs Institute and HSC community on the area of expertise as it applies to pre- and post-award processes and management for WV State Health Department contracts.
• Attends meetings, trainings, seminars, etc. for professional development and/or on behalf of his/her supervisor to keep current on the vastly changing grant and contract administration processes
• Bachelor's degree in Business Administration, Public Administration, or a related field. Master's Degree preferred.
• A minimum of five (5) years experience of related and progressively more responsible administrative experience in an extremely demanding academic, healthcare, and/or non-profit environment; Or an equivalent combination of education and/or experience.
• Current experience with all computer-based software and systems related or Accounting, Finance, Budgeting, Planning, PHI, Research, and other HIPAA-related activities.
• Knowledge of 2 CFR 200-Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal awards
• Knowledge of Oracle accounting systems, electronic procurement systems, and other pertinent WVU information systems.
• Knowledge of WVU-installed grants administration information systems or experience in working with similar systems elsewhere.
• Proficient with Microsoft Office and the ability to adapt and quickly learn other computer applications as required.
• Ability to work with and maintain confidential information.
• Supervisory experience with the ability to provide constructive feedback to team members to support continuous improvement and professional development.
• Demonstrated project management experience with exceptional organizational and time management skills.
• Group facilitation, mediation, and conflict resolution skills.
• Skill in organizing resources and establishing priorities.
• Ability to actively learn, understanding the implications of new information for both current and future problem-solving and decision-making
• Proactive with the ability to anticipate needs, errors, and omissions before they occur
• Attention to quality and detail are essential; flexibility, tact, and responsiveness are required.
• Ability to handle sensitive, confidential information is essential.
• Ability to meet multiple deadlines concurrently.
• Excellent attention to detail, flexible, and adaptable to change.
• Excellent English language oral and written skills.
• Demonstrated ability to present information and respond to questions from groups or individuals.
• Demonstrated ability to create and produce clear, concise communication tools (e.g. reports)
• Demonstrated ability to work in a multidisciplinary team environment and coordinate the participation of team members from various backgrounds.
• High-level problem identification/mitigation/resolution skills.
• Ability to work in a fast-paced environment and meet deadlines under pressure.