Business Operations Specialist
Augusta University

Business Operations Specialist

Job ID: 268130
Location: Augusta University
Full/Part Time: Full Time
Regular/Temporary:

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About Us

Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 10,500 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today.

Our mission and values make Augusta University an institution like no other. We are part of the University System of Georgia.

Location

Augusta University -

Our Health Sciences Campus: 1120 15th Street, Augusta, GA 30912

College/Department Information

The Medical College of Georgia is one of the nation's largest medical schools by class size, with 260 students per class. The educational experience is anchored by the main campus in Augusta, regional clinical campuses for third- and fourth-year students across the state and a second four-year campus in Athens in partnership with the University of Georgia. MCG's expanding partnerships with physicians and hospitals across Georgia currently provides about 350 sites where students can experience the full spectrum of medicine, from complex care hospitals to small-town solo practices. MCG and its teaching hospitals also provide postgraduate education to more than 500 residents and fellows in 50 different Accreditation Council for Graduate Medical Education-approved programs. Our researchers and clinicians focus on what most impacts the health of Georgia's and America's children and adults, including cardiovascular biology and disease, cancer, neurosciences and behavioral sciences, public and preventive health, regenerative and reparative medicine, personalized medicine and genomics. Our physician faculty also share their expertise with physicians and patients at about 100 clinics and hospitals statewide.

Job Summary

This position works under the direct supervision of the Department Administrator. The Business Operations Specialist provides leadership, direction and overall administrative and fiscal management of the Division of Hematology/Oncology and the Cancer Service Line (CSL) with focus on University and hospital entities; also serves as the administrator for academic services for CSL clinical faculty, fellowship and residency training programs. The CSL is composed of all oncology specialties from various departments namely; Medicine­Hematology/Oncology, Ob/Gyn-Gynecologic Oncology, and Department of Radiation Oncology. Supports CSL leadership through interactions with faculty and staff regarding departmental policy, procedures, and philosophy.

Position is responsible for assisting in directing, planning, and coordinating business and financial operations for the Cancer Service Line. Exercises considerable judgment and initiative in accomplishing work. Promotes professionalism in all aspects of departmental operations. Operational responsibilities include supervision of staff, serving as medical/administrative liaison, financial management, leadership, staff development and mentoring, program development, project coordination, and externally, maintenance of environment and security, conformance to regulatory requirements and continuing education. Some travel may be required.

Responsibilities

Responsibilities include, but are not limited to:



Administration:

• Assist in the management of the daily business operation of a large and complex division in the Dept. of Medicine with programs such as BMT, Sickle Cell Center, Hemophilia, CAR-T, multi-disciplinary programs, outreach clinics and oncology clinical research.
• Report status of contracts & service agreements in monthly meeting w/ Department Administrator or Division Chief and Cancer Service Line Leadership.
• Prepare and submit business plans to create faculty positions and PCF as well as all other required documentation for all staff positions.
• Direct all faculty recruitment activities for Hematology/Oncology Division and the Dept. of Radiation Oncology
• Prepare necessary paperwork to create or update faculty and staff positions. Create job positions for faculty and staff positions in OneUSG. Manage job postings within OneUSG. Perform HR related functions to include creating job openings, recruitment, staff onboarding and etc.
• Facilitate credentialing process for new and reappointing faculty as well as physician extenders. Coordinate onboarding of new faculty and APPs.
• Facilitate completion of all institutional and departmental surveys and submissions, such as curriculum inventory, annual training, Faculty evaluations, OA1s and OA2 and others.
• Maintain accurate and organized paper and electronic filing systems. Maintain electronic project management/tracking systems for all administrative requests.

Finance:

• Provide financial analysis to support existing/planned operations; approval of some expenditures on Hem/One Division accounts ensuring compliance with MCG state appropriations, departmental sales and grant accounts, MCG Foundation, and others.
• Review and approve pre-payroll for faculty, exempt and non-exempt staff. Submits e-PARs as soon as action is identified before the set deadline.
• Liaison for all financial activities in relation to the Cancer Center i.e. contracts, service agreements, educational development, procurement, accounts payable, and faculty research efforts. Ensure accurate and timely completion of time and effort.
• Assist in the reconciliation of monthly financial reports (budget transaction details, appropriation status and project grant status reports) of all Hem/Onc Division and Cancer Service Line accounts. Respond promptly to requests made by the DOM senior administrator regarding financials, Hem/Onc Division accounts or expenditures and all other requests.
• P-card and purchasing: Review, approve and sign off on all Sickle Cell Center P-Card transactions. Maintain records of all P-Card purchases & PeopleSoft requisitions for Hematology/Oncology as well as P-Card approval requests. Prepare P-Card transaction report to reconcile monthly statement.
• Travel: Approve travel request and expenditures for all travel of faculty, fellows, APP and staff within the division to include Sickle Cell Center, BMT and Hemophilia. Ensure that all paperwork is completed and finalized within two weeks of departure date.

Personnel management:

• Recruitment, training and assist in the supervision of Hem/Onc Division staff. Oversee and delegate work to support staff ensuring quality and timeliness of work and equity of duties. Utilize current staffing levels and set priorities, which meet departmental and Hem/Onc Division needs. Promote cross training of staff.
• Assist in the completing staff evaluations accurately, review with administrative director and submit by deadlines. Ensure that all evaluations within the division are submitted in a timely manner.
• Address performance issues promptly and directly while adhering to department and MCG policies.
• Organize day-to-day office activities; manage workflow, meeting all deadlines for program. Review, approve leave requests for all staff and submit to OneUSG Connect and TimeNet for physicians and APPs employed by the hospital in a timely manner to ensure posting.
• Assists with Human Resources (HR) as well as International and Postdoctoral Services (IPSO) matters. Coordinates with IPSO to facilitate all Visa applications and requirements for faculty and staff. Coordinates with IPSO and HR to ensure compliance with verification of eligibility for employment. Process administrative actions and onboard new employees, Exchange Visitors, Non-Paid Affiliates and Visting Student Interns.

Facilities Management and Audits:

• Maintain accurate inventory (computer, equipment, space, telecommunications, and supplies) ensuring that records are kept up-dated and organized.
• Develop and implement techniques to reduce expenditures of the division.
• Internal and External Audits: Prepares for and successfully completes all internal and external audits including Hem/Onc Division response and corrective action plans as required.
• Responsible for completion and submission of the Self Assessments as required by the Office of Institutional Audit and Compliance.
• Responds to requests promptly. Assist in completing necessary documents for internal and external audits and reviews. Involves Hem/Onc Division Chief or DOM administration only when necessary.

Other Duties:

• Perform all other job-related duties as assigned.

Required Qualifications

Bachelor's degree from an accredited college or university in Business Administration or a related discipline and one year administrative and/or management experience

OR

Associate's degree from an accredited college or university and two years of relevant experience

OR

High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization and three years administrative and fiscal management experience



Preferred Qualifications

Master's degree from an accredited college or university with three or more years of professional experience and demonstrated experience in People Soft Financials. Experience in fellowship training programs coordination, clinical/basic science research administration, grants application submission, financial and personnel management. Knowledge of AU policies and procedures, experience with accounting and bookkeeping. Excellent computer skills required and must be flexible and demonstrate sound work ethic.

Knowledge, Skills, & Abilities

ABILITIES

Excellent customer service, interpersonal, multi-tasking, organizational and verbal/written communication skills;

Proficiency with Microsoft Office (Word, Excel, Access, and PowerPoint) and other computer software/databases.

Ability to coordinate multiple projects simultaneously, meet deadlines despite often interruptions, maintain confidentiality, keep accurate records and make independent decisions

KNOWLEDGE

Knowledge and direct experience in financial and budgetary practices, fiscal data administration as well as compliance and records management. Proven track record of exercising good judgment and establishing positive work relationships.

SKILLS

Highly proficient in English, trustworthy, and dependable. The incumbent will have a 'can do' attitude, be highly proficient in Outlook, MS Office Suite, and have the ability to become proficient in database. The incumbent will also be motivated, detail-oriented, with excellent written and verbal communication skills.





Shift/Salary/Benefits

Shift: Days; Monday - Friday (work outside of the normal business hours will likely be required of an employee in an exempt level position)

Pay Grade: 15

Salary Minimum: $38,913 - Midpoint: $52,533

Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position

Recruitment Period: 1/28/24 - Until Filled

Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.

Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.

Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!

Conditions of Employment

All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University.

If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage.

Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle.

For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation.

All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.

Credit Check

This position will require the acquisition of a P-Card and/or handle cash, credit or other sensitive information and will require a satisfactory Consumer Credit check as a condition of employment.

Other Information

This position is also responsible for promoting a customer-friendly environment and providing superior service to our patients, students, faculty, and employees. "Augusta University is a patient-and family-centered care institution, where employees partner every day with patients and families for success."

Augusta University is a tobacco-free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.

Equal Employment Opportunity

Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.

How To Apply

Consider applying with us today!

https://www.augusta.edu/hr/jobs/ Search Job Opening ID: 268130

Select University Faculty & Staff > External Applicants if you are a candidate from outside the university

Select University Faculty & Staff > Internal Applicants if you are a current university employee

If you need further assistance, please contact us at 706-721-9365


To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=12000&JobOpeningId=268130&PostingSeq=1







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