at SIU Medicine in Springfield, Illinois, United States
Job Description
Description
This position provides administrative and financial support to the Department of Surgery Clinics. 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.
Examples of Duties
DUTIES AND RESPONSIBILITIES
A. Administrative 55%
Directs and advises staff, handling administrative activities and operating procedures daily, and in the absence of the Business Manager.
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, telecommunications, and supply and equipment ordering.
Prepares internal orders and oversees completion of equipment, telecommunications, computers, facility maintenance and repairs.
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 20%
Runs and organizes monthly operational reports containing confidential information as directed by the Assistant to the Chair, Business Administrative/Associate or Business Manager. Assembles and prepares data 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.
D. Contract Administration 5%
1. Under the discretion of the supervisor, develops clinical contracts for the Department of Surgery in conjunction with Department of Surgery Administration.
Gathers and prepares required documentation for successful completion of the contract process.
Constantly monitors and reports the progress to parties involved in the process.
Maintains contractual records and documentation.
E. Grants Administration 5%
Under the discretion of the supervisor, manages specified Department of Surgery grants including analyzing grant awards and verifying that staff effort coincides with agency grant awards
Serves as liaison to department principal investigators and research for specified grants to discuss grant budgetary statuses and to the School's Grants and Contract office as it relates to budgetary and/or administrative issues.
Serves as liaison between Clinical Research staff and the University departments, such as Purchasing, Grants and Contracts, Office of the Comptroller, and Payroll as it relates to budgetary and contractual issues.
Builds relationships with department research faculty and serve as a resource for the research faculty on grant issues.
Manages and approves P-card transactions to ensure expenditures coincide with agency grant awards.
Assists with grant fiscal operations including tracking and posting budgets, revenues and expenditures.
Posts financial information to accounting system. Makes adjustments and reconciles on a monthly basis.
Prepares reports as requested to ensure budgetary compliance.
Qualifications
High school graduation or equivalent
Any one or any combination totaling five (5) years (60... For full info follow application link.
Southern Illinois University School of Medicine is an Equal Opportunity Employer.
