"Administrative Aide"

This individual assists the OB/GYN Business Administrative Associate in the daily coordination and monitoring of accounts, bookkeeping, vouchering, and purchasing for the Department. Specific and pertinent knowledge is required to perform the various functions necessary to this position.

Departmental and Clinical Purchasing Responsibilities (40%)

• Initiate, coordinate, and implement departmental purchasing activities, paying careful attention to identify the proper funding sources for each purchase.
• Act as the primary contact for department personnel for all clinic, research and administrative supplies.
• Responsible for placing orders for all clinical and research purchases of commodities, pharmaceuticals, equipment, etc.
• Work with clinical nursing staff and research personnel to: clarify specifics of an order, contact vendors for availability and pricing information, obtain quotes from vendors for equipment purchases and availability of products, update ordering information, and arrange for return of unwanted items.
• Work with vendors to establish ship to and bill to accounts for the various clinic and research laboratory locations within the Department.
• Prepare all department purchase requisitions to establish blanket purchase orders, encumbering funds for payment of services, supplies, etc. per School of Medicine and University requirements.
• Prepare all department purchase requisitions for miscellaneous purchases, as required, based on purchase cost. Ensure appropriate quotes have been obtained and proper documentation is included.
• Place orders with outside vendors via telephone, FAX, written correspondence, etc. Initiate contact with sales representative or vendor customer service, confirm pricing and availability of any purchase discounts or promotions, provide purchase order numbers when applicable, confirm and/or provide billing and shipping address information, provide credit card information for payment if allowed under the PCard guidelines, and confirm ship dates and arrange for any extraordinary delivery needs.
• Prepare forms to adjust Purchase Orders as necessary.
• Follow up on the receipt and acceptance of orders in AIS to allow payment to be processed.
• Act as the Departmental PCard Reviewer for all Department of OB/GYN user transactions. Prepare and/or review completed PCard Transaction forms for all staff PCard transactions to ensure the accurate and timely processing of transactions. Ensure receipts and all relevant support documentation is provided by the cardholder for PCard transactions.

Departmental and Clinical Accounting Responsibilities (40%)

• Process disbursements, preparing Invoice Distribution Vouchers to pay all departmental bills, ensuring that pertinent invoice numbers are identified, payment is designated out of appropriate departmental account, paperwork conforms to University and School of Medicine policies, appropriate signatures are obtained on the voucher in blue ink, appropriate documentation is attached, copies are sent to all pertinent parties, and electronic and/or paper filing system is maintained and updated.
• Prepare miscellaneous forms, when necessary, to correct expenditure charge errors, transfer funds between departmental cash accounts, transfer funds to other departments for payment for goods or services, etc.
• Prepare miscellaneous receipts for deposit to the appropriate departmental cash account: for School of Medicine accounts, prepare collection report and forward, along with funds received to the Revenue Accounting Office; for Foundation accounts, prepare the foundation contribution/other revenue form and forward, along with funds received to the Foundation Office.
• Review documentation submitted and prepare Travel Voucher for employee reimbursement of travel expenses in accordance with University and SIU Medicine policies. Assist staff with process and completion of the authorization for travel and reimbursement form, maintain a travel reimbursement form for faculty and staff to use, work with staff to clarify questions related to the request for travel reimbursement and ensure all relative documentation is included, obtain necessary signatures and forward to OOTC to be processed.
• Maintain computer bookkeeping system, entering blanket purchase order totals, payments processed via vouchers, PCard payment transactions, etc. into the UMS software application.

Departmental Administrative and Reporting Responsibilities (20%)

• Work closely with Department Business Administrative Associate, assisting with monthly account reconciliations, voucher searches, filing, etc.
• Update the Expenditures spreadsheet monthly from the Funds Available Report and post to department drive.
• Update Departmental "Baby Pool" spreadsheet for submission to SIU Medicine Clinical Finance Office. Input monthly delivery data, including delivery date, attending (pre-natal care) and delivering (performing) physician, and RYU reallocation. Balance the spreadsheet and forward to Department Business Administrative Associate for review. Upon approval, forward via email to the SIU Medicine Clinical Finance Office.
• Prepare support documentation and invoice for SJH In-House Call Contract.
• Download and reformat the monthly telecommunications bill for the Department of OB/GYN. Create an excel document totaling each months' bills for the clinical account and departmental academic account. Forward reformatted bill to Administrator.
• In conjunction with the OB/GYN Office Manager, coordinate all building repair and maintenance work orders to SIU Medicine CPSO, St John's Hospital and/or SIU Medicine Clinical Operations.
• Work with the OB/GYN Office Manager, on the coordination of all orders for the SIU Print Shop.
• Responsible for clinical and administrative equipment inventory and tracking in accordance with SIU Medicine Academic and Clinical guidelines. Conduct annual inventory audit of equipment and coordinate equipment transfers to Surplus Property.
• Serve as information resource for Department personnel regarding orders, bills, payments, etc.
• Provide support when requested by the Assistant to the Chair.
• Other duties as assigned.

Qualifications

• High school graduation or equivalent.
• Any one or any combination totaling five (5) years (60 months) from the following categories: college course work in business, finance, accounting or a related field (60 semester hours or an Associate's degree equals one (1) year (12 months), 90 semester hours equals two (2) years (24 months), 120 semester hours or a Bachelor's degree equals three (3) years (36 months), Master's degree or higher equals four (4) years (48 months)); or progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles.