BVC Business Coordinator

Summary Of Job Duties And Responsibilities

Performs administrative support, customer service, research, database management, strategic and budget planning, data analytics, and critical quality control documentation to ensure timely and accurate diagnostic reporting for nationally accredited Level 1 National Animal Health Network laboratory.

• Initiate diagnostic testing process by creating work process in Laboratory Information Management System.
• Maintain accurate and detailed customer/vendor account information.
• Exercise judgement (e.g. determining appropriate vendors, evaluating vendor performance, providing vendor feedback, addressing supply and logistical issues, etc.), to perform administrative functions required to purchase/order/process for payment critical supplies and equipment.
• Interact with vendor, maintain building security, and ensure visitor compliance with laboratory quality and safety requirements.
• Assist with grant budget and management
• Plan/Coordinate internal/external administrative efforts. Create, maintain, and update administrative work processes. Monitor organizational budget and prepare informational reports. Develop budget reports for spending and revenue analysis
• Interact with vendors and work with procurement to ensure purchasing compliance.
• Research equipment and supplies for laboratory use
• Coordinate with other laboratories for administrative and financial processes.
• Prepare/distribute billing documents and process payments. Review invoices, prepare and approve payments. Reconcile accounting reports with expense and revenues
• Maintain customer/personnel confidentiality
• Complete required administrative and financial processes/reports/documents/ deposits etc.
• Document process deficiencies and participate in developing resolution
• Special projects as required
• Liaison with HR and prepare personnel administrative documents
• Exercise discretion and independent judgment with daily customer interactions to ensure complete and accurate data, fees charged, and fees charged, and customer inquiries.
• Ensure compliance with critical quality/accreditation standards. Document control for admin work processes (ensure changes are properly documented, approved, implemented, and retained), accurate data input, documenting changes, obtaining appropriate approval for corrections. Creating a paper trail accreditation team to see a start to finish project with all changes properly approved/documented.
• Complete national accreditation, university, and laboratory required training. In addition to University training, Lab Safety training, Periodic quality training, recognizing hazards, proper reporting of hazards, etc. Review new/changed administrative work processes and document the review was completed.
• Maintain proficiency, skills, and knowledge to ensure compliance with laboratory quality/capacity requirements necessary to maintain a Level 1 laboratory status. Maintain database knowledge, data entry speed and accuracy, and familiarity with documents submitted to meet Level 1 advertised testing capabilities (e.g. 700-800 tests per day), quality reporting, message automation to nation agencies, and confidentiality.
• Participate in quality process to include internal audits and national accreditation processes. Verifying data entry accuracy, logging customer complaints and additional customer instructions, creating a clear administrative trail (initial paperwork to final report to billing) for accreditation team members to review during the national visits. Investigate (determine root cause), document, develop corrective actions (how to avoid/minimize incomplete or inaccurate data), and implement corrective actions to eliminate or minimize future issues. Participate in periodic internal audits and non-conformance root cause working groups of work areas (to include other work areas) to ensure compliance with accreditation standards and documentation requirements. Participate in the nation accreditation by answering accreditation team questions (written and verbal), providing documentation showing work processes are followed and they are following internal and external processes. Continually review work area processes used for reliability and proper operation. They must be familiar with submitting problems, participating in developing solutions, and implementing resolution. Must address and clearly document data entry errors (e.g. corrected data, date change made, approval, etc.) and test request changes.
• Other duties as assigned.