Business & Office Coordinator - Trauma Services - FT - Day

Position Status:

Full time

Shift:

First Shift (Days - Less than 12 hours per shift) (United States of America)

Hours per week:

40

Job Information
Exemption Status: Non-Exempt

A Brief Overview
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.

Education Qualifications

• Bachelor's Degree Business Administration, healthcare management, public health, or related field. Required

Experience Qualifications

• 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. Required
• 3 years Patient Care Experience Preferred

Skills and Abilities

• 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.

What you will do

• 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 pu