Position Summary
The Extra Help Business Administrative Associate (Day Shift) will provide administrative support to the Director of Patient Care Services, using initiative, independent judgment and discretion concerning priorities with a high degree of specialization.

Duties & Responsibilities

Position Responsibilities:

Provides administrative supervision of daily activities of the division, including management of projects, programs, maintenance of office area and supplies.

Plans a variety of office support functions designed to maintain effective office procedures and workflow.

Responsible for the retention and security of essential records and reports.

Coordinates the preparation and review of various administrative, personnel and other reports.

Analyze and gather data from Kronos, Banner, HireTouch, Epic, and other systems

Provide data requests that pertain to market trends, revenue, cost and activity, and financial reports

Management of unit payroll, staffing, and scheduling process

Assists with the department’s TJC preparations and provides ongoing support.

Represents the division on various internal/external committees as required of position

Coordinates staff/council meetings and all meeting communication. Prepares agendas and meeting minutes. Responsible for distribution of minutes.

Provides reports on detailed analyses for department work flows, prepares surveys, business planning and strategy presentations.

Acts as a liaison for the Division of Med-Surg with other hospital departments in order to accomplish work objectives.

Responsible for scheduling and updating the Director’s calendar as well as her direct reports.

Assists the Director’s direct reports when their administrative support is out of the office.

Maintains personnel records and completes HR transactions such as separation, resignations, recruitment, and retirement of staff.

Facilitates affiliation agreements and contracts between the Division of Med-Surg and outside vendors.

Insures all contracts and University policies and procedures, as well as Federal and State regulations are adhered to as it pertains to the Director’s direct reports and unit management related issues.

Assists with office tasks, sorting mail and other general support staff functions, including ordering supplies, office maintenance and maintenance of office equipment.

Responsible for completing all projects assigned by the Director in a timely manner.

Provides advice and consultation regarding the interpretation of University and department policies and procedures.

Identifies and recommends areas to improve office efficiency: Assesses needs, identifies required resources, and recommends approaches to implement.

Reconciliation of University Procurement/Travel cards. Process staff reimbursements.

Assists with developing departmental accounts; conducts budget transfers within various accounts and processes purchase orders and payments to vendors.

Assist with property accounting. Assist the Director and his/her direct reports in projecting new FY year’s budget and planning

Assists the Director and his/her direct reports with identifying opportunities for productivity improvement and cost reduction initiatives