Business Coordinator - Nutrition & Food Services

Facility: Kennestone Hospital

Job Summary:

Business Coordinator - Nutrition & Food Services

Independently manages financial and productivity reports and a wide range of operational and special projects of a sensitive nature; responsible for completion in an accurate, timely and efficient manner within budgetary constraints. Responsibilities also include business growth / promotion, strong customer service and performance improvement skills, and coordinating personnel information, time and attendance, scheduling and oversight of the administrative support team.

• Supports Managers in the N&FS Dept:
  • Creates presentation templates.
  • Creates spreadsheets.
  • Analyzes sales data.
  • Analyzes patient surveys.
  • Creates pivot tables and converts large amounts of data into a “story.”
  • Ability to pull information from Oracle Micros.
  • Ability to pull data/information from Workday quickly and communicate findings.
• Analytics:
  • Ability to identify any outliers in sales data and productivity. Analyzes and communicates findings (correct any issues.)
  • Analyzes invoices to determine issues with pricing, correct billing locations, etc.
  • Performs Financial Analysis on invoices to be accrued and account for them in the next months.
• Document Management:
  • Maintains the SOP file and ensures that all notes are accounted for.
  • Notes any changes to the SOPs on Excel worksheet.
  • Ensures that all employees complete the SOP in a timely manner; communicates with the management if not completed.
  • Maintains and documents any changes to the Administrative Tasks report.
  • Maintains the Manager Vacation Calendar.
  • Maintains the Position Control Report for both TAC and MK- noting any and all changes to requisitions to ensure a “history” is available in case it needs to be referenced.
  • Maintains a file on SBARS and worksheets used to calculate financial impact.
• Serves as Point of Contact between Talent Acquisition, Pre-Boarding, and Finance:
  • Maintains communication with TA so that we are aware of any changes to the Job Requisition, new hire, new hire start date, or if the candidate needs to be dispositioned.
  • Maintains communication with Pre-Boarding in the event that there is an issue with the new hire start date or delays.
  • Maintains communication with Finance in the event that there are issues or questions regarding the Job Requisition, as it pertains to the budget.

Core Responsibilities and Essential Functions:

*Business/Financial Management, Accuracy:
a. Manages capital and operational budget: assembles data from management team and ensures Financial Planning key milestones and dates are complete.
i. Attends and provides feedback at financial planning meetings, manages expenses by tracking paid invoices, compares MTD actual against budget, notifies managers in advance of subaccounts tracking to be over budget, and provides daily and monthly financial reporting.
ii. Uses analytics tools to provide input for VIP OT/Productivity Reports and update meetings.
iii. Develops strategies and tactics that support financial goals.
b. Creates and generates reports and presentations, places orders, and manages time reporting.
c. Establishes and maintains current office files and personnel files.
d. Completes job assignments thoroughly and without mistakes.
e. Works on an independent basis. Able to re-prioritize assignments as is frequently necessary.
f. Has proper business knowledge required to do the job, including procedures, systems and equipment.
g. Supervises administrative support personnel to improve operational and financial management practices, such that the administrative support teams work is efficient and reliable.
*Information Technology:
a. Serves as content expert in computer applications and IT equipment, to include Microsoft Excel, Word, PowerPoint and Project, CBORD Micros/Odyssey/FMS, OfficeMax, Lawson, Smart Square/Kronos time and scheduler; protects confidential info, including passwords.
b. Troubleshoots basic hardware/software issues.
c. Assists management team with placing orders with vendors and scheduling delivery of fresh food and supplies. Helps to manage the minimization of waste and documents, as appropriate.
*Business Growth/Promotion:
a. Lead in organizing marketing activities, such as promotional events.
b. Champions and supports new initiatives.
c. Maintains department logos, forms and other specialized materials.
d. Pulls the team together, gets assignments done, keeps management informed and works for team success.
e. Offers assistance even when not asked and seeks way to help new employees to learn their job.
f. At all times, provides a favorable image of Wellstar.
*Communication, Customer Service, Performance Improvement:
a. Communicates with all customers in clear concise and simple terms that are understandable and includes all necessary information, utilizing good listening skills: clarifying when necessary.
i. Coordinates with finance, accounting, purchasing, payroll, HR, marketing, Corporate and Community Health, outside vendors and others, as needed, to resolve or prevent any issues/problems.
ii. Explains processes to employees regarding MyBenefits, Kronos/payroll policies and procedures.
b. Generates ideas, interprets policies and procedures, and edits documents.
c. Speaks in positive and respectful terms, walks with confidence, establishes eye contact, and smiles.
d. Has the ability to function effectively in unexpected circumstances and intervenes and resolves customer service issues as necessary.
e. Uses lean processes to proactively negate problems and/or bring solutions.
*Maintain Regulatory Compliances, Environmental Safety:
a. Performs random internal audits to ensure compliance with regulatory agency guidelines and offers opportunities for improvement, as needed.
b. Work area is clean and organized, area is free of spills and debris. Keyboards and telephones are wiped with alcohol swatch at the beginning of each shift.
c. Supports record-keeping related to Hazard Analysis Critical Control Point (HACCP) guidelines for sanitation.

Performs other duties as assigned
Complies with all Wellstar Health System policies, standards of work, and code of conduct.
 

Required Minimum Education: Associate’s degree from an accredited institution with a major in Business / Management required.

Required Minimum Experience: Minimum five years of experience in Business Operations required.

Required Minimum Skills: Training and proficiency in personal computer applications is required. Independently coordinates projects. Uses discretion and good judgment when problem-solving and in the decision-making process. Effectively communicates in a professional manner with all internal and external customers. Must be able to effectively multitask, prioritize, delegate, organize and meet deadlines established and agreed upon for optimal results. Must be able to adapt to a flexible work schedule and frequent interruptions. Must possess strong math skills and computer skills in MS Excel, Word, PowerPoint and Project for compilation of reports and data analysis.