Business​/Administrative Associate

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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.

The following information is intended to be representative of the work performed by the incumbent in this position and is not all-inclusive. The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related, or a logical extension of position responsibilities.

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%)

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

FISCAL MANAGEMENT/DEVELOPMENT

• Manages the fiscal operations of the Department of Obstetrics & Gynecology, which includes budgeting, personnel funding, contracts, purchasing, accounts payable, payroll, grants, and fixed assets.
• Manages and prepares short-term and long-term budgetary planning and working documents for the Department of Obstetrics & Gynecology.
• Prepares Departmental annual operating budgets, including projection of revenue and expenses for the Department, for both SIU and SIU Health Care.
• 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.
• Serves as fiscal officer delegate on all departmental accounts (academic, clinical, grant, and Foundation).
• Determines the propriety of expenditures against the accounts of the Department.
• Manages the personnel funding for employees of the department, based on budgets, contracts, and departmental funding.
• Reviews SIU HC payroll for SIU HC Members, HC Employees, and Mid-Level Providers.
• Monitors accounts to determine whether spending/revenues are occurring as projected, and initiates adjustment when required.
• Negociates contracts for the department, including providing financial analysis as necessary.
• Manages university and HC revenue contracts for OB/GYN, working with SIU Revenue Contracts and SIU HC to develop and renew as needed.
• Invoices departmental revenue contracts monthly (e.g. Crossing, SJH In-House, JMH call, DMH call, Springfield Clinic, Morgan County, etc.).
• Works with faculty to complete accurate timesheets.
• Oversees the review of all revenue and expenses charged to Departmental accounts, reconciling Departmental general ledger to central AIS reports.
• Manages cash-based accounts and transfers funds as needed to support departmental needs.
• Oversees the coordination of purchasing activities for the department.
• Prepares various voucher documents and financial forms, with signature responsibility for review and approval.
• Acts as PCard approver for all OB/GYN PCards.
• Maintains the fiscal filing system to include all account transactions, financial reports, correspondence, budget material, and manuals of University and HC…