"Administrative Aide - Surgery Payroll"

This position provides administrative and financial support to the Department of Surgery. This position is the primary person responsible for bi-weekly; semi-monthly and monthly payroll, and Faculty and PA fringe benefits reports. This position also provides back-up administrative support to purchasing and other fiscal activities of the Department of Surgery, as deemed necessary by the supervisor.

A. Administrative 80%

• Directs and advises staff, handling administrative activities and operating procedures daily, and in the absence of the Business Administrative Associate.
• Designated fiscal officer on all Department of Surgery accounts.
• Administers the semi-monthly, and biweekly payroll for the Department of Surgery.
• Signs as designated fiscal officer on all payroll reports and on semi-monthly and biweekly benefit reports.
• Attends meetings and training sessions regarding system, procedure, and policy changes and updates. Transmits this Information to appropriate faculty and staff. Attends staff and departmental meetings.
• Trains employees and assists administrative and clinical supervisors of the Department on the process of the payroll policies. Responds to inquiries and explains policies to the clinic and academic staff regarding the payroll process.
• Serves as liaison for the clinic staff, physicians, secretarial staff, Information Technology, the Office of Human Resources, Central Services, Print Shop, Purchasing, and the Payroll Office. Serves as resource in advising, interpreting and ensuring compliance with University, School of Medicine, P&S, and departmental policies, regulations, and procedures for faculty and staff regarding various clinic activities, i.e., time and benefit regulations and reporting.

B. Fiscal Administration 15%

• Designated fiscal officer for expenditures within the clinic budget.
• Responsible for training of new staff in the financial regulations of the School of Medicine as well as the Department of Surgery.
• Monitors expenditures in order to maintain maximum cost effectiveness in the Surgery Clinic.
• Recommends procedures to enhance the Department's financial stability.
• Posts financial information to accounting system and makes adjustments and reconciles on a monthly basis.

C. Reporting 5%

• Runs and organizes monthly operational reports containing confidential Information as directed by the Assistant to the Chair or Business Administrative Associate. Assembles and prepares for various financial statements and administrative reports, containing confidential information, as needed to develop budgets and budget projections.
• Extracts, manipulates and analyzes clinical and financial data using electronic databases.
• Interprets data for presentation to Department of Surgery staff.
• Designs and prepares spreadsheets to house data.
• Creates monthly reports as well as ad-hoc reports on an as-needed basis for departmental requests.

Qualifications

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
3. 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)

1. 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