Description

The Associate Director for Operations and Administration is responsible for the overall operational management, strategic oversight, regulatory compliance, training and evaluation, personnel leadership, and financial performance of clinical and administrative functions within the University Health Center (UHC). This role ensures day-to-day operational efficiency and quality patient care by auditing and optimizing staff and system workflows across all departments. The Associate Director contributes to achieving departmental goals and ensures adherence to policies, procedures, quality metrics, and safety standards. A key responsibility includes ensuring UHC compliance with all governmental, legal, and accreditation requirements. This position also establishes and maintains high standards for customer service to support exceptional patient experiences. Primary areas of oversight include administration, human resources, financial operations, insurance and benefits, billing, health information systems, facilities management, strategic planning, and the execution of complex healthcare initiatives. The role supports and integrates clinical services, wellness and health promotion, administrative operations, and financial sustainability within the UHC.

In collaboration with the Medical Director, the Associate Director develops, implements, and updates the University Health Center (UHC) policies and procedures to support operational effectiveness and regulatory compliance. The Associate Director will work collaboratively with the Medical Director on the provision of medical services and serve on a team to assist and provide leadership in the management of campus public health emergencies. The Associate Director leads all aspects of vendor procurement and contract management, ensuring quality services and cost-effective operations. This role oversees the fiscal performance of the UHC, including budget development, revenue cycle management, purchasing oversight, and resolution of budget variances to meet best practice benchmarks and maintain financial viability. The Associate Director also works closely with the Medical Director on communications, programming, strategic marketing, educational outreach, and events that advance the mission of the Health Center. As a senior administrator, this position collaborates with unit heads across departments to ensure seamless integration of services and alignment with the UHC’s mission, vision, and the broader needs of the MSU community. The Associate Director maintains regular engagement with UHC staff, providers, campus partners, and external stakeholders, contributing to policy development, operational improvement, and enhancement of the patient experience. Additionally, this role is responsible for leading the Accreditation Association for Ambulatory Health Care (AAAHC) accreditation process and managing UHC committees to support governance, quality assurance, and strategic initiatives. As a senior member of the University Health Center leadership team, the Associate Director will engage in division-wide strategic planning and assessment activities and serve as a part of crisis management.

• Job Duties & Responsibilities:
  Establishes and manages the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards. Complies with governmental and accreditation regulations.
  Administrative user of the Electronic Medical Records system and supporting software. Manages all updates, troubleshoots challenges, system add-ons, communicates directly with the vendors, and the Division of Information Technology to ensure systems are optimized. Manages all training expectations and logs for University Health Center software systems.
  Develops and monitors physician schedule deployment to maximize patient access, ensure efficient use of practice resources to improve the financial performance of the University Health Center. Directs and manages the daily operations of the University Health Center and services by actively problem-solving and communicating essential data to physicians, managers, and staff to assure services are effectively rendered in an efficient working environment. Implements performance improvement metrics to support staff efficiency.
  Oversees a diverse team of clinical and administrative staff in the areas of responsibility. Interviews, hiring, evaluating the performance of managers and staff assigned, and when necessary, disciplining and discharging. Develop performance evaluation standards and objectives, and may monitor and evaluate staff’s performance.
  Ensures the upkeep of facilities and equipment to maintain a professional, patient-centered care environment with fully functioning clinical tools. Conducts analysis and offers strategic recommendations for capital equipment purchases and potential office expansions. Leads financial operations of the University Health Center by developing and monitoring physician-patient loads, overseeing purchasing, analyzing work RVU activity, preparing departmental budgets, and resolving budget variances to align with best practice benchmarks and maintain operational sustainability. Ensures UHC internal laboratory, external laboratory, and internal medications are processed correctly and inventory is efficiently tracked utilizing the software system.
  Oversees and coordinates clinical and administrative staff scheduling, including time-off requests and vacation planning, to ensure daily operational coverage. Partners with the Medical Director and Office of Human Resources to uphold staffing standards, manage performance evaluations, and administer corrective actions in alignment with organizational expectations. Manages human resources of the University Health Center in collaboration with the Medical Director by reviewing and implementing organizational policies and procedures, analyzing and recommending efficient staffing strategies, and recommending and approving employee and managerial developmental and improvement plans.
  Responsible for the successful implementation of the institution and department initiatives, strategic plan, and key business initiatives as they relate to the area of responsibility. Participates in meetings and on committees and represents the department and the University in community outreach efforts. Participates in multi-disciplinary quality and service improvement teams.
  Ensure compliance with federal, state, and university regulations related to health services, privacy (HIPAA), accreditation standards, and emergency preparedness. Collaborate with clinical leadership to maintain accreditation readiness (e.g., AAAHC or equivalent) and quality assurance programs. Serve as a point of contact for risk management and incident reporting related to non-clinical issues.
  Support initiatives that enhance the student experience, including access, wait times, customer service, and cultural responsiveness. Participate in student health education and outreach planning from an operational perspective.
  Supports onboarding and training for all staff regarding operational expectations to ensure patients are provided with an effective and efficient healthcare experience. Develop, implement, and optimize workflows to improve efficiency and service quality. Manage physical and digital infrastructure to ensure a safe, accessible, and student-centered care environment.
  Must be able to complete all duties as assigned.

Requirements

Education:
Master’s Degree in Healthcare Administration, Public Health, Business Administration, Operations, or a related field from an accredited college or university.

Experience:
A minimum of 5 years of experience managing Healthcare operations in an emergency department, hospital, acute/urgent care facility, physician’s office, etc.

Education Preferred:
Doctorate in Healthcare Administration, Public Health, Business Administration, Operations, or a related field from an accredited college or university.

Skills
Must display leadership and management skills, critical and analytical thinking and judgment, written, oral, and interpersonal communication, budgeting and resource planning, decision-making, and problem-solving.
Attention to detail is essential, with the ability to perform, teach, and mentor, and superior administrative skills in

Knowledge
Must have extensive knowledge of primary care services, health care industry best practices, and budgeting and financial skills regarding billing and insurance.
Must have extensive knowledge of quality assurance initiatives and healthcare
Providing leadership to the Department of Medical Services, supervising medical professionals and para-professionals.