Office Manager

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School or Equivalent.

To be completed as established by department: (Administered at Department level)

1. Valid driver's license

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Associates Degree

EXPERIENCE:

1. Two (2) years of administrative experience.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Performs and audits routine financial transactions for the department.

2. Authorizes and facilitates all payments by the department including billings, encumbrances, travel and continuing education expenses, salaries and bonuses.

3. Prepares Invoices for department's non-patient revenue activities.

4. Ensures proper recordkeeping and compliance with P-Card policies and procedures. Trains and supervises all other cardholders within the department.

5. Runs specialized reports and other purchasing activity as needed for budgeting and planning. Runs ad-hoc reports for Administrator, and Accounting Staff as needed.

6. Prepares payment requests, researching and resolving problems in accounts payable, credit card management, accounts receivable and payroll. Reviews with Administrator for signature.

7. Coordinates all Joint purchasing and other financial transition with administration as necessary for joint purchasing and other financial transactions.

8. Assists as needed in start-up of new practices to ensure consistent record-keeping practices and procedures and compliance with corporate policies and procedures.

9. Contributes to employee performance appraisals.

10. Supports Administrator in researching expense activity and miscellaneous income generation in preparation of annual budgets.

11. Supervises and provides training to Administrative personnel.

12. Acts as the Payroll Officer for the department. Includes monitoring of work hours, administration of PDO and/or sick time.

13. Provides leave of absence administration working with Absence Manager and UNUM.

14. Facilitates professional development expenditures for Faculty, APPs and Residents at all clinical sites. Maintains accurate logs of individual and departmental professional development funds. Communicates policies and procedures.

15. Assists new Faculty and APPs with relocation services and expenses.

16. Facilitates reimbursement of Physician and APP candidates for interview expenses as needed.

17. Assists Administrator, Chair and Residency Director in facilitating payments and other arrangements for visiting Faculty and guest speakers.

18. Prepares and facilitates completion of Work Orders, Purchase Orders and other requisitions for repairs, maintenance, supplies and/or other contracted services rendered to the department. Maintains logs as needed to ensure completion of work.

19. Oversees administrative staff to ensure adequate office and department supplies are maintained at approved par levels.

20. Advises Faculty, APPs, Residents and Staff on policies, procedures and timelines related to Payroll, Professional Development and Purchasing.

21. Trains and supports the Residency Program Coordinator (GME Staff) as it relates to Resident Travel, Expense reimbursements and Purchasing.

22. Trains, oversees and approves all departmental transactions. Supervises other departmental cardholders, reviews documentation, and assigns Cost Center and General Ledger Accounts in consultation with Administrator.

23. Under the direction of the Administrator, serves as the primary Accounting contact within the department interfacing with Vendors, Suppliers, Contractors, and the Accounting departments of all related entities.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Manual dexterity in order to operate office equipment.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Travel to clinical sites is required from time to time.

SKILLS AND ABILITIES:

1. Must possess analytical and problem-solving skills.

2. Must possess effective verbal, written and face to face communication skills.

3. Must possess attention to detail and high level of accuracy.

4. Must possess computer skills.

5. Must take direction and translate into action.

6. Must possess time management and strategic planning skills.

7. Must possess the ability to train others and to assess the effectiveness of and need for additional training.

Additional Job Description:

Scheduled Weekly Hours:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

Address:

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.