Description : This position provides high-level administrative, financial, and operational support to the Business Manager, ensuring accurate and timely coordination of departmental activities. The successful candidate must be an independent thinker and proactive self-starter who anticipates needs, exercises sound judgment, resolves problems, and manages competing priorities with minimal supervision. Responsibilities include financial and payroll support, personnel coordination, reporting, and logistical support for leadership and faculty.
A high degree of professionalism, discretion, attention to detail, and effective communication is essential when handling sensitive information and collaborating across the organization. This role requires someone who takes ownership of assignments from initiation through completion, considers broader departmental needs and proactively identifies opportunities to improve processes and efficiency Responsibilities Job Requirement: Administrative Support & Department Operations: Provide high-level administrative support to the Business.
Manager and Research Manager. Independently manage daily administrative activities, priorities, deadlines, and special projects. Anticipate needs, resolve issues, and ensure timely follow through with minimal supervision Financial & Payroll Support: Assist with departmental financial activities, including expense reports, budget tracking, payment processing, invoices, purchasing, and account reconciliation.
Support payroll calculations and entry for Extra Duty and OPS positions. Maintain accurate financial records and monitor departmental spending. Human Resources & Personnel Support: Assist with onboarding, offboarding, timekeeping, leave tracking, staffing, pay-related issues, and personnel documentation.
Prepare and process personnel action forms and other HR related documents. Referral & Clinical Administrative Support: Process referral requests for providers within the clinic module. Obtain referral and authorization numbers when required and ensure requests are completed accurately and timely.
Generate EPIC reports related to faculty productivity and other departmental needs Departmental Coordination & Communication: Coordinate meetings, calendars, travel, conferences, reimbursements, and other logistical needs for department leadership and faculty. Prepare agendas, presentations, reports, correspondence, and meeting materials. Coordinate information and communication across departments to ensure timely completion of tasks.
Records, Reporting & Confidential Information: Prepare, process, and track departmental forms, invoices, reimbursements, contracts, purchase requests, and other documentation. Maintain accurate and confidential personnel, financial, clinical, and operational records. Conduct research, gather information, and prepare reports to support leadership decision-making.
Process Improvement & Technology: Identify opportunities to improve administrative processes, efficiency, communication, and workflow. Effectively use Microsoft Office, EPIC, financial and HR systems, spreadsheets, calendars, electronic document systems, Trello, and other department-specific software. Perform other duties and special projects as assigned to support departmental operations.
Qualifications Experience
- 8-10 years of progressively responsible healthcare administrative experience - required.
- 10+ years of progressive experience in a Business Management environment. - required.
- Experience with electronic medical records, specifically Epic.
- Ability to understand and work with financial information, spreadsheets, invoices, budgets, and reconciliations.
- Strong organizational skills with the ability to manage multiple priorities and deadlines independently.
- Excellent written and verbal communication skills.
- Demonstrated ability to maintain confidentiality and handle sensitive financial information.
- Strong attention to detail, problem-solving ability, and follow-through.
- Ability to work independently while collaborating effectively with faculty, leadership, finance, administrative staff, and other departments
Bachelor's degree in business, healthcare administration, finance, accounting, or an applicable subject. - required Additional Duties: Additional duties as assigned may vary. UFJPI is an Equal Opportunity Employer and Drugfree Workplace