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Providing Direction, Coordination, and Administration:
Responsible for providing direction, coordination, and administration of financial budgets, cost analyses, information/data processing, invoicing, and establishment of RVU targets. Reviews operating expenses, capital purchases, as well as other purchasing operations. Prepares projected annual budgets with the Division Chief and Department Director. Makes suggestions to the Chief to ensure efficient operations and achieve cost savings. Works with Division Chief and department’s fiscal resource personnel to develop financial reports, spreadsheets, and protocols to provide a fiscal overview to the Chief on a monthly basis as well as providing requested data to the Chairman’s and Dean’s Office. Produces and reviews other reports as requested by the department/division(s). Performs analysis of the divisional budget’s variance reports on a monthly basis. Coordinates and manages activities for the department’s divisional managers and other administrative staff. Provides training and professional development activities for current administrative support staff, and onboarding administrative specialists.
Functions as the Lead Administrator for the Assigned Division(s):
Establishes priorities and deadlines, creation of work assignments, and managing of office activities. Coordinates confidential or non-routine administrative duties and provides advanced administrative support to the Division Chief and Departmental Director.
Manages and problem solves unit human resource functions. Including faculty recruitment(s), fellow recruitment(s), interviewing, and hiring for the administrative support staff. Coordination of itineraries for faculty recruitment visits working closely with Division Chief to coordinate faculty hires. Coordinates the travel and itineraries to ensure visiting applicants are treated with the upmost respect and hospitality. Assisting in the resolution of complex human resource issues within the division(s) including training, recruitment, and personnel functions within the unit in collaboration with the College of Medicine Human Resources team.
Manages office operations by being responsible for the management of staff absences and leave coordination, ensuring that the offices has appropriate coverage at all times. Works closely with the Department Director on issues related to hires, staff assignments, and workload. Including the completion of hiring forms, proformas, and insuring budgetary coverage for positions. Manages all issues with administrative functions including addressing phone or computer problems, coordinating, and establishing new employees with phone and computer connections, and oversight of divisional trainings.
Supervises administrative support staff, OPS employees, and student assistants. These duties include but are not limited to: Conducting quarterly check-ins and reviewing proposed salary increases; Responsibility for any disciplinary actions while working with the Division Chief and Department Director to follow UF policies and procedures; Approval of any leave requests submitted by staff ensuring coverage in all areas; Evaluation of office staff to determine if needs of faculty are being met; And the creation and implementation of new processes or positions as needed.
Coordinates Faculty leave and payroll approvals: Responsibility for monitoring the division’s Leave Reporting System along with capturing all faculty leave requests; Ensuring all approved faculty leave is entered into the PeopleSoft system with approval in a timely manner; Responsibility for reviewing and approving all staff time on a bi-weekly basis; And oversight of the administrative duties relating to leave requests and documentation in accordance with the University, the College of Medicine and Departmental policies and procedures.
Financial Responsibilities:
Responsible for providing direction, coordination, and administration in the areas of financial budgets, cost analyses, information/data processing, invoicing, and the setting up RVU targets. Ensures optimal collections and appropriate expenditures for the assigned division(s). Oversees the periodic review of billings and collections for each assigned division(s) and ongoing tracking to ensure optimal collection
Performs analysis of the divisional budget’s variance reports on a monthly basis. Presents data to division chiefs and the Director. Meets with Division Chiefs on a monthly basis to review variance and other budgetary reports (statistical, payor mix, revenue cycle, etc.); explains variances to the chief plan and implement corrective actions.
Coordination of Department/Division(s) Principal Investigators:
Works with principal investigators (PI) within in the division(s) alongside the Peds Grants Office to administer post-award activities and monitor the new notice of awards. Ensures that salary appointments are distributed according to budget and monitors spending of each grant. Meets on a monthly or quarterly basis with the Grants Office and PIs for each division to review the spending on their grants. Provides reports for this meeting, and on as-needed basis. Responsible for monitoring budget balances on all grant funds and for keeping researchers informed of charges hitting their projects. Ensures the charges on grants are allocable and allowable. Performs analysis of the divisional budget’s variance reports on a monthly basis. Presents data to division chief and the Director. Meets with Division Chief on a monthly basis to review variance and other budgetary reports (statistical, payor mix, revenue cycle, etc.); explains variances to the chief, plans and implement corrective actions.
Project Coordination:
Coordinates the special projects and special requests as they relate to administrative issues of the Department. Acts as liaison between Chairman’s office, departmental divisions, College of Medicine Dean’s office, BAR/Admin Attends meetings and participates in committees as requested by the Assistant Director.
Reporting:
Uses prompted and delivered reports for payroll and expenses in Enterprise Reporting and People Soft Oracle System Queries, uses open queries and builds custom queries in Query Studio and runs PowerPlay reports for clinical transactions. Develops and analyzes reports for a variety of fiscal and budget-related activities and clinical revenue issues to give data to the chief and the director upon request. Responsible for budget related activities and reports, spreadsheets and protocols for the division(s). Creates variety of clinical data reports for the assigned Division(s), which require proficiency with PowerPlay and Impromptu; assists the Divisional Chiefs and the Director with backup reports for the departmental budget creation and monitoring. Responsible for creating and keeping up-to-date instruction manuals for a verity of departmental reports and processes.
Performs other duties as assigned by the Director or other appropriate administrator.
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