Business Manager - Health & Counseling Services - 15004
This posting is no longer available.
ATTENTION:
The Department of University Health and Counseling Services seeks an Admin Specialist (Business Manager).
JOB DETAILS:
This position reports to and provides general administrative support to the Executive Director and carries out budgetary and technology duties as assigned. This position is responsible for providing budgeting and accounting along with implementation and oversight of business management practices and the collaborative management of information system at University Health and Counseling Services (hereinafter referred to as UHCS).
QUALIFICATIONS:
Minimum Qualifications:
- Bachelors degree in Accounting or Business related degree OR 6 years progressive equivalent experience in a clinical setting
- Functional at the advanced level with Microsoft Office
- Effective interpersonal communication skills
- Experience and comfort level with learning specialized software and hardware technology
- Knowledge of budget and accounting principles.
- Ability to relate congenially with team members.
- Interact with student population in supportive and non-judgmental manner.
- Maintain confidentiality.
- Ability to think independently and use problem-solving skills.
- Ability to balance multiple tasks and priorities.
- Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
- Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds
- Experience in healthcare setting, with electronic medical record software, and billing and coding
55% A. Business Management
Budget Development & Monitoring
- Research relevant costs and trends
- Project expenses and revenues for each of the five PR and four GPR accounts
- Participate in the preparation of preliminary budgets for each of the nine GPR and PR accounts for approval by the Executive Director
- Produce budget documents for review by appropriate staff, student Groups (e.g. Segregated Fee Committee, Student Health Advisory Committee/SHAC) and administrators for Auxiliary Services, Budget, Planning & Analysis, and the Division of Student Affairs
- With the Executive Director and department heads, develop a multi-year plan and accrue funding for major capital equipment purchase and acquisition
- Develop systems for tracking revenue and expenditures in each of the five PR and four GPR accounts with total budget authority of more than $2.25 million
- Prepare monthly and year-to-date statements of income, expenses, and transfers for use by parties designated by the director
- Prepare monthly expenditure reports
- Set up a system for reconciling vendor quotes against amounts billed by vendors
- Reconcile monthly ledger
- Close fiscal year accounts, liquidate purchase orders, and reconcile final ledgers
- Maintain budget files in conformity with state requirements
- Serve as liaison to campus auditors
- Bring to the Executive Director’s attention on a monthly basis any revenue or expense problems along with recommendations for solution
- Prepare and evaluate year-end financial analysis and use for revised budgets
- Serve as back up for the submission of charges incurred by students for health services to Student Billing
- Collaborate with EMR administrator to develop and administer systems for billing reconciliation
- Monitor cash flow
- Monitor reserve balances
- Monitor year to year and targets based on budgets
- Recommend to director proper clash flow procedures
- Assist in the compilation and organization of all documentation required by the accrediting agencies, including the development of the necessary policy and procedure manuals
- Recommend priorities and systems for the efficient and effective operation of the business office of UHCS
- Coordinate reports pertaining to services offered such as census, revenue, program utilization, and other statistical information
- Monitor and manage office keys
- Prepare relevant contracts and/or payroll documents for Executive Director’s signature
- Investigate resources available with vendors who supply products or services relevant to UHCS
- Manage UHCS procurement activities
- Prepare and monitor preparation of bid documents, contracts, and purchase requisitions
- Verify all invoices and approve for payment
- Resolve invoice discrepancies
- Develop procedures for monitoring timely completion of procurement activities
- Serve as liaison with Procurement Office and with vendors
- Maintain procurement and project files in conformity with state requirements
Database, Server, PC Technician, and Third-Party Support
- Work collaboratively with EMR administrator to oversee installation, maintenance, and support of EMR appointment/scheduling software
- Serve as back up for interface with technical support from campus IT department and outside vendors to resolve all software problems and incompatibilities
- Serve as back up to coordinate importation of student demographics from PeopleSoft file to EMR appointment/scheduling software. Purge old and duplicate student records. Review data from import file prior to import
- Work collaboratively with EMR administrator to provide technical support and individualized instruction in house and in coordination with ICIT as needed to staff for software applications
- Acquire the skills necessary to provide technical support and assistance to staff for troubleshooting computer software and hardware problems prior to coordinating repairs with campus information system staff
- Acquire the skills necessary to create user accounts and assign security access to various workplaces in EMR
- Serve as back up to analyze information technology needs and identify alternative hardware and software solutions
- Participate in EMR User Group meetings
- Use ICD-9/10 and CPT coding knowledge to correctly code and bill all appointments within the EMR and maintain updated knowledge of changes for both
- Process and maintain all surveillance, claims and paperwork for the Family Planning only Services
- Monitor applicant status and update accordingly in the EMR
- Process Medicaid FPOS claims via use of the state electronic data system (EDS)
- Process Medicaid FPFP claims via submission of DHFS forms for Non-Compound drugs
- Facilitate accurate coding in coordination with Health Services Director and Medical Supervisor
- Organize and maintain filing systems for FPOS applications and program participants
- Assist students to complete application for FPOS at designated appointment
- Communicate via EMR Secure Message systems with students regarding their EMR billing status and FPOS status, as needed
- Assist in the development of office procedures; recommend policies, procedures and guidelines for the operation of FPOS
- Supervise Student Employees
- Coordinate work schedules
- Coordinate and distribute projects
- Coordinate cross training in UHCS reception areas
- Serve on committees, complete special projects or special duties and assignments as determined by the Executive Director
- Other duties as assigned
UW-Whitewater (http://www.uww.edu) is the largest regional comprehensive university within the UW System and enjoys a reputation as a high quality residential campus located near the scenic Kettle Moraine State Forest in southeastern Wisconsin. UW-Whitewater is situated on 400 acres of land and has an annual budget of more than $219 million. UW-Whitewater is located in the community of Whitewater, which has 14,622 residents and is within convenient driving distance to the metropolitan areas of Madison, Milwaukee and Chicago. The university enrolls more than 12,000 students in more than 50 majors housed within four academic colleges. UW-Whitewater also offers 16 master’s degrees and a Doctorate in Business Administration. The university’s strategic plan can be found at: www.uww.edu/strategic-plan. It has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. UW-Whitewater is a Division III NCAA university and member of WIAC (http://wiacsports.com). The campus has over 200 student organizations and is a vital economic engine for southeastern Wisconsin.
UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.
ORGANIZATION INFORMATION:
The University of Wisconsin-Whitewater is part of the 26-campus University of Wisconsin System (https://www.wisconsin.edu).
Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).
UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment.
The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.
For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.
To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.
SPECIAL NOTES:
UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).
Conditions of Appointment:
University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.
TO ENSURE CONSIDERATION:
Applications received by January 3, 2019 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process.
If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1024 or hrstudent@uww.edu.
For questions regarding the position, please contact:
Karen Brueggeman
Medical Program Assistant
brueggek@uww.edu
262-472-1305
TO APPLY:
Only complete application packages will be considered. A complete application includes online submission of the following documents:
- Resume/CV
- Cover Letter/Letter of Interest
- Three Professional/Supervisory References
Who are you?
A potential applicant who is NOT currently employed by the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater External Applicants
A current employee of the University of Wisconsin System, click here and type in the Job ID: UW-Whitewater Internal Applicants
Before you get started with the online application process, we recommend you preview the frequently asked questions (FAQs) by selecting the link below.
Apply Online FAQs