Job Information

University of Utah PS Administrative Officer in Salt Lake City, Utah

Open Date 08/31/2021

Requisition Number PRN27522B

Job Title PS Administrative Officer

Working Title PS Administrative Officer

Job Grade D

FLSA Code Administrative

Patient Sensitive Job Code? Yes

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

VP Area President

Department 00306 - Student Health

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $50,000 to $58,400

Close Date

Open Until Filled Yes

Job Summary

Handles administrative matters relating to the total functioning of the Student Health Center.

Responsibilities

A. Major Duties, Functions, Responsibilities

1. Handles the administrative matters regarding day-to-day operations and procedures of the Student Health Center.

a. Maintains security protocol, grants and removes access to SHC for proximity cards, issues and tracks all SHC keys, enters permanent schedule changes and one-time closures with the exception of Holidays into CCure system.

b. Maintains Director’s calendars as needed.

c. Orders supplies, immunizations, and medications.

d. Processes requests for new equipment and/or repairs.

e. Oversees facility related issues.

f. Assists Director with accreditation activities as assigned including working with Nurse Manager on annual safety training to ensure facility meets accreditation standards.

2. Coordinates details such as purchasing activities, personnel actions, document control, account coding for financial transactions, and overseeing the maintenance of departmental records.

a. Serves as Payroll Reporter, reviews and verifies KRONOS ( UKG ) entries for Director sign-off each pay period, signs off in Director’s absence, makes FMLA or Parental Leave entries and other uses of accrued time off.

b. Maintains purchase orders, payment requests, and vendor files.

c. Serves as Purchasing Card Reallocator; helps employees obtain cards as necessary, reviews/reallocates in a timely manner each month, and keeps all Pcard files in proper order for annual audit.

d. Assists Director with personnel maintenance as needed, works with HR on job posting and position hiring, helps with on-boarding and employee exit procedures.

e. Coordinates and tracks credentialing of all providers and maintains in-house personnel records of all staff per accreditation requirements (e.g. required trainings, etc.).

f. Works with department travelers for proper reporting and reimbursement.

3. Maintains accounts and billings.

a. Reconciles Medicat month-end tills from till sheet prepared by Patient Account Representative ( PAR ).

b. Updates & records EMR charges with the Office Manager.

c. Processes all Electronic Journal Entries (EJE’s) and electronic Payment Requests (ePR’s).

d. Works with SHI Program Manager to reconcile and pay International Insurance student payments made through I/A to the insurer.

e. Supervises PAR position, understands PAR position and covers PAR duties (daily tills and deposits) during PAR extended time off, assists in training new PAR hires.

4. Prepares income statements and financial reports.

a. Reviews monthly management reports, matching expenses to paperwork and doing Journal Entries or research as needed to correct discrepancies, notifies Director of problems or completion for Director’s on-line EOR .

b. Prepares monthly and quarterly financial reports.

c. Prepares Fiscal Year End documents and meets as needed with General Accounting for approval.

5. Coordination of budgetary activities.

a. Prepares annual budget with the Director.

b. Processes Department Mass Update ( DMU ).

c. Monitors budgets and expenditures to ensure limitations are not exceeded.

d. Makes budgetary recommendations and adjustments.

6. Reviews changes in university policy, federal regulations and contractual requirements, and coordinates implementation procedures

7. May develop departmental procedures as needed.

B. Other Duties, Functions, and Responsibilities:

1. Actively participates in staff meetings and programs including Quality Improvement and assigned staff committees.

2. Participates in Student Health Center Continuing Education program.

3. Adheres to all OSHA and employee health standards to ensure a safe patient and employee workplace environment.

4. Maintains reliable personal record of attendance and punctuality to demonstrate a positive role model for other SHC staff.

5. Cross trains to help cover Front Desk, may need to open in morning, make/move appointments, collect and enter payments, and close at night.

C. Authority and Problem Solving:

1. Incumbents may interview, hire and make salary decisions on support staff they directly supervise, disciplinary actions generally require coordination with the Department Chair or other administrator.

2. Officers may make hiring recommendations on other departmental employees.

3. There exists a very broad authority in the decision-making process regarding procedural decisions in record maintenance, the application of appropriate accounting classifications, approving expenditures, and/or the commitment of unit resources.

4. Non-routine problems may be handled independently but it is expected that such actions will be coordinated with the appropriate office managers.

5. Problems encountered in this position may involve the interpretation and application of university policy, federal and state regulations affecting the use of available funds, reconciling varied and complex financial data, and assuring the orderly flow of information into the university’s automated systems.

D. Work Environment and Level of Frequency typically required:

1. Nearly Continuously: Office environment. This position qualifies for telework at the discretion of the director and per HR regulations or during certain events (bad air quality, severe snow events, etc.).

E. Physical Requirements and Level of Frequency that may be required:

1. Nearly Continuously: Sitting, hearing, listening, talking.

2. Often: Repetitive hand motion (such as typing), walking, bending, reaching overhead.

Minimum Qualifications

Bachelor’s degree in Business, Finance, or a related field, or equivalency (2 years related work experience may be substituted for 1 year of education). Three years experience that includes specific involvement in maintaining complex financial records, developing and monitoring departmental budgets and preparing related reports; and demonstrated organizational, human relation and effective communication skills.

This position is patient-sensitive and must fulfill all associated requirements. We protect our patients, coworkers and community by requiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Type Benefited Staff

Special Instructions Summary

Additional Information

The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action:

Director/ Title IX Coordinator

Office of Equal Opportunity and Affirmative Action ( OEO /AA)

135 Park Building

Salt Lake City, UT 84112

801-581-8365

oeo@utah.edu

Online reports may be submitted at oeo.utah.edu

For more information: https://www.utah.edu/nondiscrimination/

To inquire about this posting, email: employment@utah.edu (%20employment@utah.edu) or call 801-581-2300.

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.