"Business Services Coordinator"

Business Services Coordinator

Company:
North Carolina State University

Job Location:

Category:
Business and Financial Services

Type:
Full-Time

Join the Pack! A community with nearly 8,000 faculty and staff, and 30,000 students. NC State is one of the largest employers in North Carolina, offering a large range of career opportunities. Visit us at https://jobs.hr.ncsu.edu/.

Department: 244020 - Counseling Services

Location: Raleigh NC

Essential Job Duties:

Business & Records Administration

• Provide oversight and strategic management of medical records operations, including secure record maintenance, release-of-information processes, and compliance with federal and state regulations; develop and update internal procedures to ensure continuity, accuracy.
• Oversee and coordinate all business operations for the unit, including HR transaction support, personnel paperwork, office operations, equipment needs, inventory management, and workflow improvement. Coordinates with DASA Human Resources and DASA Finance.

Financial Management

• Lead and manage all psychiatry billing operations, including creating, reviewing, and reconciling billing for psychiatry visits using SHS software; ensure accurate coding, timely submission, and compliance with clinical billing guidelines.
• Generate and manage direct-bill processes for no-show clients; audit and resolve discrepancies and communicate with internal and external stakeholders as needed.
• Manage all grant-related financial transactions and approvals, including application review, data tracking, processing expenditures, monitoring budget balances, forecasting spending, reconciling invoices, and ensuring compliance with sponsor and University guidelines.
• Serve as the unit's primary accounting and fiscal support, independently preparing, reviewing, and approving a wide range of fiscal documents. Responsibilities include:
  • Receiving, authorizing, and preparing voucher entries;
  • Processing departmental vouchers;
  • Establishing new vendors and coordinating with Purchasing/Accounts Payable;
  • Reconciling departmental P-Cards and resolving discrepancies;
  • Preparing, submitting, and tracking travel reimbursements;
  • Creating, reviewing, receiving, and troubleshooting MarketPlace orders.
• Monitor expenditures on a daily and ongoing basis for compliance with University, State, and auditing regulations.
• Collaborate with campus business and purchasing offices to develop vendor and service agreements; track, process, and reconcile contract payments with minimal oversight.

Information Processing & Decision-Making

• Analyze complex financial transactions, billing trends, and expenditure patterns to identify errors, resolve problems, and ensure compliance with policies and regulations.
• Interpret and apply University, State, HIPAA, and grant regulations to develop or revise internal procedures; provide guidance to staff and leadership on non-routine or ambiguous situations.
• Prepare detailed reports, summaries, and documentation that support decision-making across business, financial, and clinical service areas.

Communication

• Serve as a resource to staff, practitioners, vendors, and University partners by explaining and interpreting business processes, billing procedures, and financial policies that span multiple operational areas.
• Communicate with faculty and practitioners to coordinate continuing education programming, ensuring compliance with professional accreditation requirements.
• Prepare clear written communication, billing notices, contract documentation, financial summaries, and procedural guidance for internal use.

Planning, Organizing & Coordination

• Organize and coordinate speakers, presenters, and logistics for continuing education programs for clinical practitioners, ensuring compliance with professional standards and documentation requirements.
• Prepare, maintain, and track Independent Contractor contracts and required paperwork, act as the unit's main liaison with the University's IC review and approval processes.
• Develop and implement improved business processes and workflows to support operational efficiency and compliance across financial, administrative, and clinical-support functions.

Other Work/Responsibilities:

• Other duties as assigned by supervisor or executive director of Counseling Center.

Minimum Experience/Education:
Bachelor's degree in business administration or a related discipline; or an equivalent combination of training and experience.
All degrees must be received from appropriately accredited institutions.

Required Qualifications:
N/A

Preferred Qualifications:

• Strong interpersonal, oral, and written communication skills with the ability to effectively interact with a wide range of stakeholders.
• Demonstrated analytical, organizational, and problem-solving skills, including the ability to interpret and apply policies and procedures.
• Proven ability to maintain a high level of accuracy and attention to detail while managing multiple tasks, prioritizing deadlines, and handling confidential information with discretion.
• Demonstrated commitment to implementing and maintaining best practices in all business operations.
• Thorough financial and accounting knowledge with the ability to: manage budgets using established University tools and reporting systems, process, monitor and audit financial transactions, audit accounts and resolve discrepancies, manage account structures.

Required license or certification:
N/A

Position Number: 00041251