The University of Illinois Hospital & Health Sciences System (UI Health) is seeking to fill the position of Business Administrative Associate (Assistant Director, Emergency Services & Patient Logistics Business Operations) for the Hospital Emergency Services Department.

Reporting directly to the Associate Chief Nursing Officer, the Assistant Director, Business Operations, is responsible for the administration of business, financial, and programmatic management under the purview of Emergency Services & Patient Logistics Service Division. This role designs, implements and maintains systems and policies that support operational, financial and human resources processes for the entire department. This role is responsible for monitoring departmental and grant budgets, charge capture, contracts, quality assurance, efficiency and productivity. Duties include managing departmental charges/revenue/volume, purchasing, designing/maintaining financial and operational dashboards, serving as a resource for hospital and departmental policies and procedures and project management.

OPERATIONS MANAGEMENT

• Participates in the development and implementation of departmental programs, objectives and long- range planning.
• Monitors and prepares daily/monthly statistics for patient utilization, classification, and disposition. Prepares quarterly and ad hoc reports as required.
• Assist with identifying opportunities for productivity improvement, space utilization, and cost reduction
• Oversee the charge capture operational processes for the Division
• Manage the division position control and turnover data
• Lead and serve as a resource for improvement initiatives, which includes facilitating and coordinating improvement teams and analyzing performance indicators to identify opportunities for improvement and develop and implement actions plan
• Provides reports on detailed analyses for department work flows, prepare business planning and strategy presentations
• Collaborate with the Associate Chief Nursing Officer to develop tools and programs in alignment with business and financial operations

PERSONNEL MANAGEMENT

• Assigns workloads, develops priorities and establishes work schedules and policies necessary to ensure timely and accurate completion of tasks for direct reports.
• Evaluates work assignments, and performance for assigned staff – responsible for personnel actions including interviewing, hiring, recognition and discipline. Responsible for maintaining applications access for direct report employees. Supports Human Resource processes and file maintenance for direct report employees.
• Engage in human resources functions including developing job descriptions and facilitating hiring of employees through the university hiring system (i.e. Hire Touch)
• Provide direct supervision to employees and volunteers, including performance reviews, managing schedule, and payroll
• Conducts employee training programs (such as those designed to promote improved work procedures and methods and to inform employees of institutional and hospital policies and rules) in accordance with clearly defined objectives and established procedures
• Serve as a key resource to management, staff, and providers. Develop materials and techniques for staff development in areas that affect the relationship of the health experience, administrative operations and standard procedures/policies

BUSINESS AND FINANCIAL MANAGEMENT

• Develops and recommends strategies to maximize revenue and minimize costs.
• Provides oversight for coding, billing and cost center allocation processes for the department.
• Participates in the planning, preparation and control of departmental capital and operating budgets. Prepares monthly variance reporting and makes recommendations for improvement.
•  Assist in preparation, review and maintenance of payroll processes for direct report employees. Interfaces with hospital business services and other areas to ensure proper billing for patient services- including recommendations for update/revision of charge documents.
•  Assist in budget forecast, preparation and feasibility studies impacting the department
•  Prepare, manage and monitor various financial management and administrative reports and systems
•  Responsible for financial transactions including Travel (T) and Procurement (P) credit card for the division
•  Develop and manage purchase orders and payments through various university systems including TEM, iBuy & Banner for all contract. Creating efficient and effective workflows for these fiscal transactions within the department using process improvement methodologies
•  Manage and improve the revenue and billing processes
•  Consult with requisitioning personnel and vendors to collect information on goods and professional/artistic service and engage in Request for Proposal (RFP) procedures
•  Develop, manage, and coordinate external vendor relationships and serve as the administrator and liaison for service agreements/contracts. This includes coordinating, and following-up with Capital equipment requests and purchases

MATERIAL AND SPACE MANAGEMENT

•  Monitors the maintenance, servicing and replacement for departmental equipment. Evaluates and processes purchase requests for select equipment. Evaluates and makes recommendations for space allocation in departmental areas.

 
GENERAL

• Represents the department on various internal/external committees as required of the position
• Performs other duties as assigned

Minimum Acceptable Qualifications:

1. Bachelor's degree in business administration, management or a field related to the position
2. Two years of professional level accounting, managerial and/or business experience, one year of which was at an administrative level
3. This position requires Illinois residency within 180 days of the hire date

Preferred Qualifications:

1. Excellent written, verbal and interpersonal communication skills
2. Ability and experience to supervise staff, work collaboratively and maintain effective relationships
3. Strong analytical and organizational skills
4. Experience in using Microsoft Excel - (spreadsheet manipulation and use of basic formulas, sorting, functions), PowerPoint, Outlook , Word and Visio
5. Ability to learn and develop education for new computer applications and application upgrades
6. Knowledge of management principles, practices, methods and techniques
7. Project/Program Management training, education or work experience
8. Experience using Qualtrics/Survey Monkey or survey tools
9. Prior experience with university business programs/tools such as Banner, iBuy, TEM, & Hire Touch

To Apply: For fullest consideration, please complete an online application by clicking the Apply for Position button below.

Please upload all valid certifications and transcripts within the document section of your online application. 

All civil service positions require an exam.  The exam for this position is a Credentials Assessment.  You will not be required to report in person for this exam.

Credential Assessment Exam Scoring Information:

You will not be required to report in person for this exam. The updated online application and all uploaded, relevant documents, such as a resume and/or college transcript will be used in the calculation of the exam score. These documents should be uploaded prior to the position close date. 

When completing your online application, please be sure to provide detailed information about your job knowledge and specific duties and responsibilities, as your qualifications for any Civil Service position will be primarily determined based on what is contained in the application. Dates of employment and if employed on a full or part time basis (including number of hours per week) must be indicated for each position held. Additional consideration will be given to supporting documentation i.e. resume, transcripts, licenses, and certifications so please be sure to attach all applicable documents.

If a degree or college coursework is required, you must provide official transcripts.

Transcripts/Licenses/Certifications MUST be uploaded electronically to your online application through the "Documents" page on the Civil Service Employment Application (page 4). Be sure to select the appropriate document type before uploading the document.

If your educational institution provides electronic transcripts, please have them sent to lnurse@uic.edu.

If an application and all applicable forms, transcripts, and supporting documents are not submitted by the close date, the applicant/employee will not be considered for this position and will be denied. 

For fullest consideration, the above mentioned requirements must be submitted no later than Friday, 3/12/2021.

We appreciate your interest in employment at the University of Illinois at Chicago. 

The University of Illinois is an Affirmative Action/Equal Opportunity Employer.