Business Manager - Purchasing/Payroll

Description

The primary function of this position is to provide support in all areas related to the administrative and clinical operations of the Department of Surgery by performing specialized fiscal duties. This position’s main focus is on managing contracts and complex procurement needs for the Department of Surgery. This position provides back-up support also to faculty and principal administrators occupying administrative space within the Surgery area. This position oversees routine purchasing and payroll functions.

Examples of Duties

Fiscal Operations – Contract Management, Accounts Receivable & Space 45%

1. With the Business/Administrative Associate, manages contract process for the Department of Surgery. Works with Offices of Facilities & Property Management, Purchasing, and Legal Counsel as needed.
2. Prepares purchase requisitions to begin University and SIU Medicine contracting process.
3. Works with SIU Facilities to prepare requests for SIU Medicine license and lease agreements. Obtain information from external sites in order to develop, maintain and/or renew terms. Tracks contract and payment status and ensure funds are allocated for timely invoice payments.
4. Establishes and maintains a repository of space diagrams and space usage for Surgery to be utilized for strategic planning and budgetary purposes.
5. Provides space related information for SIU and SIU Medicine space allocation and annual space utilization surveys.
6. Participates as appropriate in the development of quarterly lease reports as part of the SIU Medicine division analysis process, utilizing cost accounting.

II. Fiscal Operations – Ordering & Accounts Payable 20%

1. Ensures accurate and timely preparation of vouchers (University, SIU Medicine and Foundation) for Surgery’s grants, academic & clinical areas in UMS. Verifies available funding. This includes coding transactions. Examines for accuracy and conformance to guidelines.
2. Obtains supplies from various sources (such as McKesson, ODP, Amazon Business.) as needed.
3. Procurement Card (P-Card) holder. Reconciles P-Card charges to JP Morgan monthly statement. Makes purchases and maintains an accurate account of all assigned procurement card (P-Card) transactions according to University, SIU Medicine and State purchasing guidelines. Reconciles University and SIU Medicine P-Card transactions weekly through JP Morgan website and posts data in UMS.
4. Maintains accurate records of received and pending purchases. This includes sorting and delivering supplies.
5. Ensures timely receipt of purchase orders, p-card exceptions and other necessary funding approval.
6. Provides fiscally related onboarding to Surgery team members as directed by the Business/Administrative Associate.

III. Fiscal Operations – Payroll & Fringe Benefits 5%

1. Oversees maintenance of accurate payroll and fringe benefit records. Responsible for department semi-monthly fringe benefits reconciliation. Creates and implements procedures, and designs job aids. Submits appropriate forms through LaserFiche, continuing to work with Surgery staff and supervisors and SIU IT to make process as efficient as possible.
2. Responsible for costing changes and retroactive account adjustments for semi-monthly employees. Monitor and follow up with payroll reports and Continuing Position Staffing Plan to ensure processed accurately.

III. Fiscal Operations – Other 20%

1. Serves as fiscal officer delegate on all Surgery accounts (academic, clinical, grant, and Foundation).
2. Runs and organizes monthly operational reports containing confidential information as directed by the Assistant to the Chair or Business Administrative/Associate. Runs/downloads monthly operational and clinical reports containing confidential information. Assembles and prepares data for various financial statements and administrative reports, containing confidential information, as needed to develop budgets and budget projections.
3. Maintains department’s ledgers in UMS, i.e. posting revenue, expenses, personnel funding documents, accounts receivable and budgets.
4. Serves as a resource for staff with UMS, P-Card system, Office Max online ordering, travel vouchers and coding vouchers. Explains operating policies as needed.
5. Maintains orderly files for financial and clinical records.
6. Participates in the planning or remodeling and renovation of facilities.
7. Assists in the development, implementation, interpretation and ongoing maintenance of business intelligence dashboards.

IV. Fiscal Office Coverage 10%

1. As part of the Surgery Fiscal Team coverage, performs research before ordering new supplies and equipment. Requests price quotations to make cost estimates and comparisons from various vendors when warranted and resolve problems with supply orders, invoices and returns as needed.
2. As part of the Surgery Fiscal Team coverage, prepares requisitions for equipment and services. Places orders for supplies, according to University, SIU Medicine and State purchasing guidelines.
3. As part of the Surgery Fiscal Team, assists the departments in managing purchases, accounts payable, accounts receivable, confidential staffing plans, telecommunications and contracts.
4. Provides back-up for bi-weekly payroll and Faculty and PA fringe benefit reports.
5. To assist with cross coverage, creates and/or documents procedures for department.
6. As part of the Surgery Fiscal Team coverage, assists in maintaining equipment inventory. Completes applicable forms.
7. As part of the Surgery Fiscal Team coverage, prepares requests as needed for all internal service departments such as Copy/Duplicating, Research Services, Telecommunications, Springfield Memorial Hospital Security, etc.

Qualifications

• Bachelor’s degree in accountancy, business administration, management, or a closely related field. OR
• Three (3) years (36 months) of work experience in accounting, business administration, fiscal management, or closely related experience. OR
• A combination of such education and/or work experience totaling three (3) years (36 months), as measured by the following conversion table or its proportional equivalent:
  • 30 semester hours equals one (1) year (12 months)
  • 60 semester hours or an Associate’s Degree equals eighteen months (18 months)
  • 90 semester hours equals two (2) years (24 months)

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

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"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.