Office Manager

WVU Medicine•Aurora, CO

20h•Hybrid

About The Position

This position is responsible for organizing and coordinating office operations and procedures in order to ensure the smooth daily operation of the department and its multiple Ambulatory practices. The Office Manager will function as the primary payroll and purchasing leader for the department. Provides organizational effectiveness and be responsible for maintaining department records, conducting/managing special projects, and ensuring proper orientation and training of other departmental staff in carrying out these functions. Follows, instructs and audits all staff on the financial, payroll and purchasing policies and procedures of the Corporation.

Requirements

High School or Equivalent.
Valid driver's license

Nice To Haves

Associates Degree
Two (2) years of administrative experience.
Manual dexterity in order to operate office equipment.
Must possess analytical and problem-solving skills.
Must possess effective verbal, written and face to face communication skills.
Must possess attention to detail and high level of accuracy.
Must possess computer skills.
Must take direction and translate into action.
Must possess time management and strategic planning skills.
Must possess the ability to train others and to assess the effectiveness of and need for additional training.

Responsibilities

Performs and audits routine financial transactions for the department.
Authorizes and facilitates all payments by the department including billings, encumbrances, travel and continuing education expenses, salaries and bonuses.
Prepares Invoices for department’s non-patient revenue activities.
Ensures proper recordkeeping and compliance with P-Card policies and procedures. Trains and supervises all other cardholders within the department.
Runs specialized reports and other purchasing activity as needed for budgeting and planning. Runs ad-hoc reports for Administrator, and Accounting Staff as needed.
Prepares payment requests, researching and resolving problems in accounts payable, credit card management, accounts receivable and payroll. Reviews with Administrator for signature.
Coordinates all Joint purchasing and other financial transition with administration as necessary for joint purchasing and other financial transactions.
Assists as needed in start-up of new practices to ensure consistent record-keeping practices and procedures and compliance with corporate policies and procedures.
Contributes to employee performance appraisals.
Supports Administrator in researching expense activity and miscellaneous income generation in preparation of annual budgets.
Supervises and provides training to Administrative personnel.
Acts as the Payroll Officer for the department. Includes monitoring of work hours, administration of PDO and/or sick time.
Provides leave of absence administration working with Absence Manager and UNUM.
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.
Assists new Faculty and APPs with relocation services and expenses.
Facilitates reimbursement of Physician and APP candidates for interview expenses as needed.
Assists Administrator, Chair and Residency Director in facilitating payments and other arrangements for visiting Faculty and guest speakers.
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.
Oversees administrative staff to ensure adequate office and department supplies are maintained at approved par levels.
Advises Faculty, APPs, Residents and Staff on policies, procedures and timelines related to Payroll, Professional Development and Purchasing.
Trains and supports the Residency Program Coordinator (GME Staff) as it relates to Resident Travel, Expense reimbursements and Purchasing.
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.
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.