Business & Office Coordinator - Trauma Services - FT - Day

Stormont Vail Health•Topeka, KS

7d•Hybrid

About The Position

The Trauma Business and Office Support Coordinator is an essential member of the Trauma Services team, responsible for the administrative, operational, and business infrastructure functions that support a verified Level II Trauma Program in accordance with American College of Surgeons (ACS) and State of Kansas standards. The role ensures these functions are carried out with accuracy, accountability, and operational excellence. Key responsibilities include coordinating schedules; managing fiscal, grant, and fund processes; supporting verification activities; facilitating program meetings; and ensuring effective collaboration with Finance, Supply Chain, clinical departments, and external partners. The position also oversees on call schedules, payroll and timekeeping workflows, procurement and budgeting activities within Workday/Adaptive Planning, and the full logistical coordination of educational courses and departmental events such as ATLS. In addition, the Trauma Business and Office Support Coordinator provides comprehensive office oversight and assistant to the Trauma Program Director (TPD), Trauma Medical Director (TMD), and department leadership. This includes calendar coordination, meeting preparation, travel and expense processes, and support for special projects—contributing to the effective daily operations and ongoing development of the Trauma Program.

Requirements

Bachelor's Degree Business Administration, healthcare management, public health, or related field.
3 years Administrative or operational support that includes budget development and financial oversight, such as monitoring expenses, supporting annual budget preparation, or collaborating with Finance.
Ability to read, analyze and interpret common scientific & technical journals, financial reports and legal documents
Ability to effectively present information to top management and public groups
Word processing, spreadsheets, General ledger, internet software, e-mail, database software, Advanced knowledge of work and Excel.
Complies with all policies, standards, mandatory training and requirements of Stormont Vail Health
Performs other duties as assigned

Nice To Haves

3 years Patient Care Experience

Responsibilities

Financial Operations, Procurement & Budgeting (Workday/Adaptive): Oversees end‑to‑end purchasing and expense workflows in Workday, including Non‑Catalog Requests, Supplier Invoice Requests, office supply orders, catalog items through Logistics, and new supplier requests requiring W‑9 documentation. Run monthly expense reports (e.g., CR‑SVH‑FIN‑RS Director) to analyze variances, investigate anomalies—such as salary discrepancies or trauma activation charge issues—and maintain accurate financial tracking documentation. Assist with the Trauma Services budget cycle in Adaptive Planning by validating departmental statistics, revenue assumptions, fixed/variable designation, and staffing/FTE/salary accuracy. Collaborate with Finance on updates, forecasting, and training to ensure budget integrity and alignment with organizational expectations.
Revenue Integrity & Charge Reconciliation: In collaboration with Finance, maintain charge integrity and reconciliation: review charge master annually; complete/oversee Work Queue lists; verify daily charges for accuracy; and manage Trauma Activation Charges—close out non‑Level 1/2 cases in the Registry Daily Log (SharePoint), run EPIC Posted Charges Summary by date range, reconcile activations, and investigate missing charges (coordinate with Queulogix contact as needed).
Payroll & Timekeeping: Lead departmental payroll processes: finalize and submit payroll per deadline, email pay period statistics to designated leadership, route late adjustments/questions to payroll, and track attendance points (absences, tardies, etc.). Audit timecards for accuracy and policy compliance; train designated staff on timekeeping procedures as needed.
Office Operations & Leadership Support: Direct the day-to-day business operations of Trauma Services to support the TPD/TMD and program leadership: manage complex calendar/meeting workflows, coordinate site visit and verification planning, prepare agendas and materials, capture, and distribute minutes (e.g., TPIC), track follow ups, and ensure documents/policies are current in Doc Central. Coordinate facilities, equipment, vendor relationships, and administrative workflows to keep the office running smoothly.
Call Schedule Administration: Responsible for creating, updating, and publishing provider call schedules across all required platforms, including the Word master file, On‑Call Scheduler, and QGenda. Maintain real‑time accuracy by entering adjustments as they occur and communicating all changes promptly to clinics and other affected stakeholders. Track call activity throughout the month and complete a month‑end reconciliation of call totals, submitting final tallies to Finance. Conducts month end reconciliation of call activity, submitting verified totals to Finance and routing PRN call data to HR with all required shift details. Performs accuracy checks against the Running Total to maintain precise documentation and prevent discrepancies.
Grant, Fund & Program Administration: Provides strategic oversight of departmental grants, external funding, and program activities by ensuring accurate financial processing, compliant documentation, and timely reconciliation with internal and external partners. Examples include coordinating grant invoices, expenditure records, and required reports with stakeholders such as regional trauma councils (e.g., NERTC), state agencies, and organizational foundations. Oversees logistical and administrative support for educational programs and departmental events through planning, vendor coordination, preparation of materials, and post‑event reporting.
Supports regulatory and accreditation requirements by assembling and submitting required documentation and fees to appropriate state, regional, or national authorities.
Complies with all policies, standards, mandatory training, and requirements of Stormont Vail Health, and performs other duties as assigned.
Supports monthly and annual financial activities, including variance analysis, productivity review, budget preparation, and coordination with appropriate departments to resolve discrepancies or required revisions.
Assists with departmental setup and system access, including CAR submissions, maintenance of existing departments, report completion, and training staff in scheduling, staffing, and timekeeping systems.
Oversees timekeeping and payroll accuracy, including timecard review, approval, compliance reporting, and training of staff on Time & Attendance processes.
Manages departmental supplies and equipment, coordinating with Supply Chain regarding shortages, new item requests, vendor quotes, and capital equipment needs.
Provides office management and leadership support, including calendar coordination, preparation of meeting materials, management of expense and travel documentation, and facilitation of administrative workflows that ensure efficient departmental operations.
Utilizes multiple operational software systems, including electronic medical records, requisitioning platforms, payroll/timekeeping tools, scheduling systems, and productivity dashboards.
Supports charge accuracy and revenue integrity through annual review of charge processes and charge master components, Work Queue oversight, daily charge reconciliation, and completion of reports to trend charging and billing accuracy.
Develops and maintains service line and cost‑center reports, analyzes non‑clinical variances, and partners with leadership to identify and implement process improvement opportunities.
Consults with leadership on fiscal and operational controls, assisting in the development or revision of procedures related to personnel practices, financial operations, and other business functions; supports ongoing policy development and annual policy review.
Participates in departmental and organizational committees and maintains awareness of trauma center requirements, assisting Trauma Program leadership in meeting applicable standards and supporting cross‑department collaboration.