Division Administrator Jobs

2 open positions found

Division Administrator

SIGMA TECHNOLOGIESPerrysburg, OH, USremote

Description: Division Administrator -------------------------- Senior Administrative \& Operations Support | Executive-Level Coordination Location: Remote Headquarters: Perrysburg, OH (Quarterly Onsite Support Required) Division: SNS ### ABOUT THE ROLE Are you a highly experienced Administrative Assistant who thrives in fast-paced, multi-stakeholder environments? Do you enjoy supporting senior leaders, managing complex priorities, and keeping division-level operations running smoothly? Sigma Technologies is seeking a Division Operations Administrator to provide high-level administrative, operational, and project coordination support to a Division Director and leadership team. This role serves as a central hub for communication, reporting, scheduling, and administrative execution across an entire division. This opportunity is ideal for a senior-level administrative professional who works independently, exercises strong professional judgment, and brings structure, organization, and efficiency to complex organizations. ### ABOUT SIGMA TECHNOLOGIES Sigma Technologies is a growing engineering and design firm with 500+ team members across 30+ states. For more than 25 years, Sigma has supported the power and telecommunications industries, helping strengthen infrastructure and communities nationwide. Our core values — Safety, Honesty, Truth, and Decency — guide how we work and how we treat one another. We are TeamSigma. To learn more about working at Sigma, please visit our careers page and watch our company video. If you do not have Executive- or Senior-level administrative experience, please refer to our other open positions: https://bit.ly/TeamSigmaJobs ### ORIENTATION AND TRAVEL REQUIREMENTS This position works fully remotely. However: New hires are required to attend a 2-week, paid, in-person orientation and training at Sigma’s headquarters in Perrysburg, OH Ongoing onsite support is required a minimum of one week per quarter (overnight travel) ### POSITION RESPONSIBILITIES The Division Operations Administrator provides advanced administrative and operational support across a full division, partnering closely with senior leadership to ensure efficiency, communication, and follow-through. Key responsibilities include: Maintain and update division-level production, budget, and schedule reports using multiple databases and reporting tools Track, analyze, and report on operational metrics and administrative activities Prepare, edit, and format professional correspondence, reports, presentations, and executive-level documents Conduct research, data collection, and analysis to support leadership decision-making Manage Director and leadership schedules, calendars, travel arrangements, and logistics Coordinate and manage divisional administrative projects from planning through completion Arrange, coordinate, and support meetings, leadership sessions, and divisional events Record, transcribe, and distribute meeting minutes and track action items to completion Monitor, screen, and manage incoming communications; respond or route appropriately Serve as a professional point of contact for internal teams and external clients Collaborate cross-functionally to optimize administrative processes and support division goals Communicate effectively between departments to ensure alignment and follow-through Deliver high-quality, service-oriented administrative support with a focus on teamwork and responsiveness Operate proactively and resourcefully, identifying issues early and presenting solutions Work independently on complex, confidential, and high-impact administrative tasks Apply policies, procedures, and sound judgment to resolve administrative challenges Perform additional duties as assigned to support division operations Requirements: Education/Experience Requirements EDUCATION: High School Diploma or equivalent is required EXPERIENCE: 10+ years of general work experience in an administrative support role Strong organizational skills, attention to detail, and experience in office policy and process management Excellent time management skills and the ability to organize, multitask, and prioritize Strong oral and written communication skills Must be discrete; a commitment to maintaining company confidentiality and privacy guidelines is a requirement Strong professional judgment, problem-solving ability, and financial skills to assist in making sound business decisions Ability to collaborate with a multi-department team Ability to learn and operate proprietary software and other computer systems Advanced ability to process and understand data in Microsoft Excel and other programs to track and report data and provide executive reports Able to pass a background check/driving record check Dependable transportation and a valid driver’s license and insurance Authorized to work in the United States Ability to be present in Perrysburg, OH as needed for support, at minimum one week per quarter (Overnight travel) Physical Requirements: Must be able to endure frequent, lengthy periods of sedentary work and sit for prolonged periods of time, including at a desk. Must be able to utilize a computer keyboard, computer monitor, and telephone for prolonged periods of time. Must have the physical ability to perform activities such as preparing and analyzing data and figures, transcribing notes, and viewing a computer terminal; these activities require close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Must have the physical ability to express or exchange ideas by means of the spoken word and convey detailed or important spoken instructions to other workers accurately, often in a group setting. Must have the ability to receive detailed information through oral communication Must have the physical ability to set up/coordinate large meetings and physically set up conference rooms. This job advertisement should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of a job. The individual may be required to perform job-related responsibilities and tasks other than those stated in this advertisement. This document does not constitute an employment agreement between Sigma and the employee and is subject to change by Sigma as the needs of the organization and/or the requirements of the function change. Pay is commensurate with experience and education. Sigma is an equal opportunity employer and will not discriminate based on an employee’s race, color, gender, sexual preference, gender identity, age, religion, national origin, disability, genetic information, veteran/military status, or any other classification protected by law.*

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Associate Administrator - Cardiology Division

VCU Health SystemRichmond, VA, US

Reporting to the Department Administrator, the Associate Administrator provides administrative support and leadership to a single or multiple Divisions under the auspices of an MCVP Administrator and/or Division Chair. The Associate Administrator consults, advises and assists practice management in providing leadership and direction by performing a combination of the following: financial reporting/management; budget development/monitoring; grants management/administration; physical plant maintenance/space planning; and human resources management. Provides staff supervision while promoting a diverse, equitable and inclusive culture. The Associate Administrator maintains current knowledge of all state and federal laws and regulations and University and Health System policies and procedures. The Associate Administrator ensures that all grants and contract awards are implemented, and reporting requirements are conducted in accordance with established University and sponsoring agencies requirements. The Associate Administrator works closely and in collaboration with different Divisions, physicians, VCU and VCUHS management and administrative personnel.Essential Job Statements: Reporting Relationships: The Associate Administrator reports directly to the Department Administrator, with a dotted line relationship to the Division Chairs/Chiefs if applicable. The Associate Administrator works collaboratively with Ambulatory Leaders, Nursing Directors, and other VCUHS and VCU leadership. The Department Administrator works with the Associate Administrator, with input from Division Chairs/Chiefs and Department Chair if applicable, to set annual performance objectives and conduct the annual performance review. Human Resources Management Oversees all human resources functions within the Division(s) and serves as the liaison and contact for all human resources matters. 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 department. Manages, supervises and directs assigned administrative/support staff to include determining staffing needs, recruitment, hiring, work assignments, performance evaluation, disciplinary/corrective action and employee training and development. Participates in faculty recruitment for the Department which includes developing pro-formas to assess financial/program impact of new faculty and services; recruitment, advertising, hiring and relocation of new faculty, participating in onboarding new faculty; handling and verifying contracts and agreements; working in collaboration with VCU Human Resources in the administration of the annual faculty salary process, and working with the MCVP compensation plan team; and assisting faculty and other providers in the credentialing process and professional liability verification. Assists with productivity analysis and accountability of Division faculty. Communicates with providers and divisional staff to ensure all remain up to date on current health system policies. 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. Prepares and handles all related paperwork and documents. Administers VCU/VCUHS Human Resources policies and procedures. Serves as the Division’s liaison with VCU and VCUHS Human Resources. Prepares and coordinates all required human resources paperwork. Adjusts provider work efforts to ensure illustrations appropriately reflect clinical work expectations of faculty. Collaborates with the MCVP’s compensation team to address compensation requests. Responsible for oversight and compliance for education programs in the specialty for which the associate administrator oversees. Works with respective program directors to incorporate house staff into the care model for patients. Financial Management Maintains financial controls for all sources of funds to ensure solvency and compliance with University and Health System policy and accounting regulations and state and federal law. Assists with the development and maintenance of divisional operating budget using the requisite financial accounting systems. Collaborates with division leadership in order to implement an equitable and financially sound operating budget. Monitors expenditures and revenue. Performs statistical analysis for forecasting. Assists with long range financial planning and projection of revenue and expenditures. Manages and maintains all operating accounts. Oversees all financial aspects of the division(s) to include travel, accounts receivables, and purchasing. Reconciles all accounts and researches and resolves variances. Collaborates with internal and/or external third-party partners in the equitable and effective management of the revenue cycle operations. Works with providers to ensure appropriate documentation for clinical activity is consistent with MCVP and Compliance Services policies. Prepares financial statement and reports. Presents financial reports to the Administrator and Division Chairs. Establishes and monitors internal controls of divisional administrative staff as it relates to financial affairs. Assists ambulatory team, as needed and appropriate, in the development of business plans to maintain clinic capacity, expansion, and capital requests. 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. Analyzes and reviews grant proposals for compliance with agency and VCU requirements. Works with research coordinators to ensure compliance with local, federal and international guidelines regarding conduct of human research. Interprets sponsor programs and advises PI(s), VCU and sponsoring agencies regarding stipulations and the administration of grants. Oversees the administration of expenses charged to grants for appropriateness and confirms that funding is budgeted, and expense is allowable. Oversees submission of regulatory information to institutional Review Board for new and existing clinical trials. Enters into negotiations with sponsors (e.g., NIH, pharmaceutical industry) for budgets and monitors expenses by reviewing and approving all system(s) to track expenditures. Maintains knowledge of computer systems used to support research. Serves as Effort Reporting coordinator for the division. Serves as a liaison to internal and external contacts with PIs, research coordinators, sponsoring agencies, Grants and Contracts Accounting, Office of Research, Office of Sponsored Programs, Purchasing, Accounts Payable, etc. to obtain and manage grants. Space Planning Management Assists with short-term and long-range space planning. 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 pro-formas for consideration and approval of facility projects including any capital requests needed in space expansions. Information Systems Management Assists with all information technology needs for the Division and assists in the implementation and management of hardware and software to support the function of the Division faculty and staff. Obtains and organizes data from multiple systems and sources (MCV Physicians, and VCU Medical Center, etc.) to monitor the fiscal integrity of the Division and remains current with needed computing skills. Handles all computing expenditures and inventory of equipment and software. Clinical Operations Collaborates with Ambulatory to identify opportunities to increase efficiency and effectiveness of clinical practice. Responsible for co-management of provider schedules working with Ambulatory to ensure appropriate clinical outpatient coverage. Works with division chiefs and other leadership to optimize the physician and provider practice, including both outpatient and inpatient. Responsible for communicating and developing plans to increase provider productivity congruent with practice plan standards. Develops business plans to increase outreach and grow market share. Patient Population: Not applicable to this position. Employment Qualifications: Required Education: Bachelor’s Degree in Finance, Accounting, Healthcare Administration, Business or closely related field Preferred Education: Master’s Degree in Business or Healthcare Administration or closely related field Licensure/Certification Required: N/A Licensure/Certification Preferred: N/A Years and Type of Required Experience Minimum of three (3) years of work experience in a healthcare management position with financial and supervisory responsibility OR within one semester of completion from a Master's Degree Program in Healthcare Administration (MHA). Experience with Microsoft software, to include spreadsheets and databases Experience PREFERRED: Administrative and/or financial management work experience in an academic medical center and/or large physician group practice. Previous experience with Enterprise Resource Planning Systems, Electronic Health Record systems; and VCU and VCUHS information systems Experience leading diverse teams Other Knowledge, Skills and Abilities Required: Must be able to use financial, Human Resources, University and Health System resources to make independent decisions and determine actions necessary to achieve the goals of the Division(s). Other Knowledge, Skills and Abilities Preferred: N/A Working Conditions: General Office environment May have periods of constant interruptions Physical Requirements: Physical Demands: Lifting/Carrying 0- 50 lbs. (1 - 33% of the time) Work Position: Sitting, Walking, Standing (1 - 33% of the time) Additional Physical Requirements/ Hazards: Manual dexterity (eye/hand coordination) Hear alarms/telephone/tape recorder Repetitive arm/hand movements Finger Dexterity Mental/Sensory: Strong Recall Reasoning Problem Solving Hearing Speak Clearly Write Legibly Reading Logical Thinking Emotional: Fast pace environment Able to handle multiple priorities * Able to adapt to frequent change EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.

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SIGMA TECHNOLOGIES (1)VCU Health System (1)

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