ADMIN OFCR 2 CX

JOB SUMMARY

Under the general direction of the PICU Assistant Unit Director (AUD), the incumbent performs a variety of administrative and data management activities, including payroll administration, employee onboarding, unit and employee file system upkeep, rounds coordination, meeting coordination, attendance tracking, minute taking for unit meetings, and HBS data entry for three inpatient, medical units: PICU, CICU, and CTCU.  The candidate will also be responsible for timely data entry and creating a system of safekeeping with key stakeholder access to of the Daily Staffing Board (DUMR).. The candidate must have the ability to work independently, coordinate, prioritize, and perform multiple tasks. In addition, the candidate must also be able to identify problems, proactively research appropriate solutions, and initiate appropriate follow through while escalating issues.  They will represent the 4th floor units with all faculty, attendings, house staff, nursing, physicians, and various support services as well as outside agencies and referral physicians and institutions.  

%  

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

70%

1. Finance, Payroll, and Operations

   1. Functions as a resource to Unit Leadership for payroll, budget, human resource and operational needs.

   2. Gathers, monitors, and analyzes financial data from HBS that will affect HPPD and unit finances.

   3. Completes data entry for monthly variance reports 

   4. Research discrepancies in reports and escalates as needed to unit leadership

   5. Prepares reports and analyses of operational activities for advanced therapies in the PICU, PCICU, and CTCU and makes recommendations based on data analysis 

   6. On behalf of Unit Leadership, enters and ensures accuracy of patient bed charges by reconciling daily census reports against daily transaction reports and monitoring advanced therapies for the units  

   7. Assists unit director in monitoring and maintain unit budget

   8. Capital budget managing, tracking, and ordering of specialty unit devices/supplies

   9. Oversees and monitors support staff supply ordering 

   10. On behalf of Unit Leadership, analyze and input all departmental payroll actions submitted to HR for processing.

       1. Process payroll questions in a timely manner

       2. Accurately enters daily staffing corrections into online payroll system daily

   11. Processes the Daily Staffing Report (DUMR), reconciles DUMR against schedule, and makes changes in HBS as needed. Completes DUMR cost center charges in a timely manner. Uploads DUMRS daily to TEAMS. 

       1. Ensures that corrections requested by employees have supporting documentation and are entered on the time collection system promptly

       2. Maintains documentation supporting all time transactions added or changed for appropriate pay period.

       3. Generates payroll reports each pay period and more frequently as requested by unit leadership

       4. Reconciles charges floated to the unit against unit schedule/DUMR prior to the close of each pay period

       5. Reconciles each unit’s staff payroll records against the unit schedule prior to the close of each pay period

       6. When TMF is processed, upload TMF to appropriate TEAMS channel and tag admin

           

10%

1. Compliance and Facilities 

   1. Monitors staff compliance and provides reminders/follow up for staff who are out of compliance with federal, state, or hospital policies

   2. Sends month