"Business/Administrative Associate (5010)"

Job Summary

The individual in this position administers and coordinates all financial aspects for the Department of Obstetrics & Gynecology. This position functions as part of the administrative team to support departmental business operations.

Demonstrates, by actions, commitment to the mission and the behavioral standards of SIU School of Medicine. Provides excellent service to both internal and external customers through collaboration and partnership; compassion and respect; integrity and accountability; diversity and inclusion; as well as continuous learning and improvement.

ADMINISTRATION & FINANCIAL MANAGEMENT (90%)

ADMINISTRATIVE PLANNING

1. Assists in the development of departmental administrative policies.
2. Creates and communicates new departmental procedures to comply with new fiscal/operational policies mandated by the University and HC. Determines financial and operational impact, and ensures implementation of the new procedures.
3. Serves as a resource for faculty and staff on policies and procedures related to the Department of Obstetrics & Gynecology's fiscal operations.
4. Participates in the development and implementation of departmental programs, objectives and long-range planning activities.
5. Performs financial planning for department and division academic, research, and clinical activities.
6. Develops, provides and interprets reports for department administration on a routine basis to monitor and report the financial performance of department activities.
7. Assists with civil service, faculty, and A/P recruitment by determining source of funds and approving positions in NEOED.

FISCAL MANAGEMENT/DEVELOPMENT

A. Manages the fiscal operations of the Department of Obstetrics & Gynecology, which includes budgeting, personnel funding, contracts, purchasing, accounts payable, payroll, grants, and fixed assets.

B. Manages and prepares short-term and long-term budgetary planning and working documents for the Department of Obstetrics & Gynecology. This involves the management of many sources of funding affecting clinical sites that deliver quality health care services as well as supervision and instruction for both University-based residency and undergraduate medical education programs. Sources include, but are not limited to: state appropriations, clinical revenues, affiliated hospital and community agency contracts, state and federal government/agency grants, and University Foundation contributions.

C. Prepares Departmental annual operating budgets, including projection of revenue and expenses for the Department, for both SIU and SIU Health Care. Works directly with OB/GYN physician and clinical leadership throughout they ear for planning purposes and understanding departmental needs. Includes monitoring and forecasting clinical activity by individual and/or division.

D. Prepares budget justifications and reports for additional resources to internal units such as Finance and Administration and SIU HC, as well as to external agencies.

E. Serves as fiscal officer delegate on all departmental accounts(academic, clinical, grant, and Foundation).

F. Determines the propriety of expenditures against the accounts of the Department.

G. Manages the personnel funding for employees of the department, based on budgets, contracts, and departmental funding. Coordinates the assignment costing forms as changes are needed.

H. Reviews SIU HC Payroll for SIU HC Members, HC Employees, and Mid-Level Providers.

I. Monitors accounts to determine whether spending/revenues are occurring as projected, and initiates adjustment when required. Provides justification and supporting data for increased spending as necessary.

J. In conjunction with the Assistant to the Chair/Department Administrator, negotiates contracts for the department, including providing financial analysis as necessary.

K. Manages university and HC revenue contracts for OB/GYN, working with SIU Revenue Contracts and SIU HC to develop and renew as needed.

L. Invoices departmental revenue contracts monthly (i.e. Crossing, SJH In-House, JMH call, DMH call, Springfield Clinic, Morgan County, etc.).Works with hospitals/external agencies, SIU Revenue Contracts, and SIU HC regarding timely and accurate billing, receipt of payments, etc.

M. Works with faculty to timely complete accurate timesheets.

N. Oversees the review of all revenue and expenses charged to Departmental accounts, reconciling Departmental general ledger to central AIS reports. Follows up on discrepancies and follows through to resolution.

O. Manages cash-based accounts and transfers funds as needed to support departmental needs.

P. Oversees the coordination of purchasing activities for the department, including vendor quote solicitations and requisitioning for commodities, equipment and contractual services. Approves purchase orders and punchout orders in MedBuy. Works with Purchasing on development and renewal of purchasing contracts.

Q. Oversees the preparation of various voucher documents and financial forms, with signature responsibility for review and approval.

R. Acts as PCard approver for all OB/GYN Pcards.

S. Oversees maintenance of fiscal filing system to include all account transactions, financial reports, correspondence, budget material, and manuals of University and HC policies and procedures related to the fiscal area.

T. Oversees compliance and annual inventory of department fixed assets, including clinical equipment, maintained by support staff in collaboration with clinic managers.

U. Prepares miscellaneous routine and ad hoc reports for department administration, including financial account reconciliations and status reports, as well as, status of divisional accounts for Division Chiefs.

V. Prepares extensive reports required by the University and HC including, but not limited to, HC Division Analysis, Quarterly Accounts Receivable, Semi-Annual Staff Effort Reports, Space Utilization, UBIT (Unrelated Business Income Tax),Hospital ASA Funding Reconciliations, etc.

W. Prepares and/or oversees preparation of complex reports as required by the Department Administration including but not limited to: Divisional Account Summaries, Clinical Provider Dashboards, analyses of various activities, etc.

X. Directly supervises staff responsible for daily fiscal operations for the Department (purchasing, accounts payable, payroll, fixed assets, etc.).Assigns tasks, sets priorities, monitors work performance, provides feedback and performance evaluations.

Y. Provides for hiring, training, and evaluation of fiscal office staff.

Z. Develops revenue projections and proposes financial contracts for individuals being recruited.

AA. Develops offer letters for faculty and A/P hire offers.

Manage all aspects of Department Baby Pool reporting and billing accordingly.

SERVICE (10%)

1. Attends Departmental Administrative meetings as scheduled.
2. Serves on University, School-wide and Departmental committees, as requested.
3. Represent the Department on behalf of the Assistant to the Chair in a variety of institutional meetings as requested.

Minimum Acceptable Qualifications

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1. Bachelor's degree in business administration, management, accounting, or a field related to the position; AND
2. 24 months of professional business, financial, and/or managerial work experience, which included responsibility for both-financial and operational issues;(NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for 12 months of this work experience); AND
3. 12 months of experience working specifically with large, complex operational budgets, including a variety of account types (this experience may be gained within the 2 years of experience in #2 above).

Knowledge, Skills and Abilities (KSAs)

1. Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.
2. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology.
3. Knowledge of technology including electronic equipment, computer hardware and software, and their applications.
4. Knowledge of basic arithmetic, algebra, statistics, and their applications.
5. Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
6. Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience.
7. Ability to work independently and effectively organize and prioritize multiple tasks.
8. Ability to analyze and develop guidelines, procedures and systems to outline specific goals and implement plans to prioritize, organize, and accomplish tasks.
9. Ability to manage a budget and work within the constraints of that budget.
10. Ability to analyze, interpret, and explain work related documents, policies, and procedures.