Director, Business Operations and External Affairs

Welcome! We’re excited you’re considering an opportunity with us! To apply to this position and be considered, click the Apply button located above this message and complete the application in full.  Below, you’ll find other important information about this position. 

The incumbent will have administrative responsibility and oversight of the assigned WVU Medicine Administrative Office, including direct supervision of the executive assistants and program coordinators. This role supports board affairs primarily through preparation and coordination of board presentations, manages advanced and confidential administrative functions, and leads special projects on behalf of the executive and senior leadership. This role supports the hospital’s external engagement by partnering with Development/Foundation staff to plan donor recognition and fundraising activities, assists with event logistics and executive participation, and ensures consistent, executive-aligned communications. Additionally, the role promotes the hospital’s visibility and reputation through cross-functional collaboration and the facilitation of high-profile events that engage donors, legislators, volunteers, and community stakeholders.

MINIMUM QUALIFICATIONS:
EDUCATION, CERTIFICATION, AND/OR LICENSURE:
1. Bachelor’s degree in business administration or equivalent required. 
EXPERIENCE:
1. Five years of experience working in a healthcare environment or executive office.
2. Two years of high-level administrative experience.
3. One year of project management 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.
Administrative & Executive Office Oversight
1.    Oversees the day-to-day operations of the Administrative Office. Provides oversight and supervision of administrative staff, including task assignment and workflow optimization.
2.    Leads, coordinates, and directly manages a wide variety of special projects on behalf of the Chief Administrative Officer (CAO), Vice President, and hospital leadership.
3.    Prepares materials and presentations for System and Hospital Board meetings.
4.    Collaborates with the Finance Department to develop, review, and monitor office budgets; ensures adherence to fiscal policies.
5.   Tracks and coordinates capital planning within the assigned area and manages Facilities and Information Technology needs, which may include capital budgeting, project management for construction and non-construction-related initiatives, space planning, signage, routine maintenance requests, and cleaning coordination.
6.    Drafts, prepares, and organizes correspondence, complex itineraries, reports, presentations, and publications.
7.    Ensures proper office coverage and functioning of Administrative Suite, including conference scheduling and usage.
8.    Redistributes tasks among administrative assistants, executive assistants and program coordinators for increased efficiency and coverage.
9.    Acts as liaison between the assigned Executive Leader and stakeholders including system leaders, external partners, and community contacts.
10.    Partners closely with leadership colleagues for aligned execution of key strategic and operational initiatives.
External Affairs
11.    Supports the planning and execution of donor recognition events, legislative affairs, and philanthropic initiatives in partnership with Development/Foundation staff.
12.    Coordinates logistics and executive participation in fundraising events, campaigns, and community sponsorship efforts in partnership with Development/Foundation staff.
13.    Serves as the logistics coordinator between WVU Medicine Children’s and West Virginia Hospital Association and the Children’s Hospital Association fostering effective communication and relationships, if this function is part of the assigned area of responsibility.
14.    Maintain and update tracking databases and systems to monitor relevant policy developments, bills, and regulatory issues impacting the organization.
15.    Drafts or reviews donor correspondence, acknowledgment letters, and event materials to ensure executive voice and brand alignment.
16.    Works cross-functionally to help promote the hospital’s visibility, reputation, and philanthropic priorities within the community and with key stakeholders.
17.    Plans, organizes, and facilitates special events including retreats, seminars, award ceremonies, fundraisers, and conferences. Participates as appropriate. Solicits and engages volunteers and planning committees as necessary.
Professional Expectations
18.    Maintains confidentiality of all patient, executive, and organizational information.
19.    Participates in internal committees and task forces, offering insight and guidance based on community relationships and administrative expertise.
20.    Supports and monitors employee engagement efforts, including tools or processes to gather feedback and ensure meaningful follow-up to close the loop.
21.    Reviews and approves invoices with proper documentation and account coding.
22.    Enhances department and organization reputation by taking ownership of new responsibilities and proactively identifying opportunities for improvement.

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. Prolonged periods of sitting and standing. 
2. Visual strain may be encountered in viewing computer screens and written material.
3. Light travel is required for event planning purposes.

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.

SKILLS AND ABILITIES: 
1. Demonstrates leadership, organizational and management skills.
2. Demonstrates strategic planning and marketing experience.  Ability to achieve financial goals through effective management of clinical operations and strategies.
3. Demonstrates strong interpersonal skills and the ability to effectively work with senior level management, providers, clinical and clerical support staff and external customers, fostering teamwork, delegation and ensuring accountability.
4. Demonstrates advanced analytical, evaluative and objective critical thinking skills.
5. Demonstrates knowledge of the goals, objectives, structure and operations of a major public university and healthcare enterprise.
6. Demonstrates ability to perform complex tasks and to prioritize multiple projects.
7. Demonstrates excellent written and verbal communication skills.
8. Demonstrates advanced project management skills.
9. Demonstrates knowledge of statistics and other measurement tools.
10. Demonstrates skills in exercising initiative, resourcefulness and sound judgment with the ability to solve problems, resolve conflict and make sound decisions.

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Day (United States of America)

Exempt/Non-Exempt:

United States of America (Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

7880 UHA Neuro Neurosciences Admin

Address:

33 Medical Center Drive

Morgantown

West Virginia

Equal Opportunity Employer

 

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.