Vivarium Billing Coordinator (Administrative Coordinator)

Department Overview

The Department of Comparative Medicine provides husbandry, technical and surgical services for laboratory research animals across OHSU campuses. This position coordinates and administers complex financial and operational processes, including billing systems, account management, and animal transfer workflows. The role applies advanced technical knowledge to analyze data, resolve discrepancies, and ensure compliance with institutional policies. This position serves as a key resource for staff and investigators, supporting department-wide financial operations and continuous process improvement.

Function/Duties of Position

Financial Coordination

• Coordinate and oversee account management processes for department-wide billing operations, ensuring accuracy, compliance, and continuity of services.
• Analyze account utilization and proactively identify expiring or deficient funding sources; determine appropriate follow-up actions.
• Independently resolve complex billing and account issues requiring cross-department coordination.
• Interpret OHSU financial policies (OGA, IBS, AR) and provide guidance to researchers and staff.
• Monitor protocol and account alignment to ensure compliance with institutional and regulatory requirements.
• Create and maintain split accounts as requested and maintain current information for non-OHSU billing contacts and accounts.

Monthly Billing Coordination

• Coordinate and manage the monthly billing cycle for department-wide services.
• Oversee collection, validation, and tracking of billing inputs across multiple operational areas.
• Ensure accurate system input and data integrity within vivarium and financial systems.
• Process non-OHSU monthly billing activity sheets for submission to Accounts Receivable.
• Analyze rejected transactions, determine root causes, and implement corrective actions.
• Initiate and reconcile financial adjustments in accordance with institutional policies.
• Make changes as needed throughout the month to maintain activity sheets with changed accounts, protocols or indicators.
• Create activity sheets throughout month for incoming transfers, orders or imports and identify which ones need identifiers implementing a color code system.
• Maintain and improve documentation systems to support audit readiness and operational efficiency.
• Identify process improvement opportunities and implement workflow enhancements.

Animal Transfer Coordination

• Review and evaluate transfer requests for completeness, accuracy, and compliance.
• Coordinate end-to-end transfer workflow across departments and stakeholders.
• Maintain system accuracy and ensure proper documentation of transfer activities in vivarium software.
• Determine appropriate logistical actions and coordinate transport services as needed.
• Serve as a central point of communication for transfer processes and status updates.
• Ensure accurate financial reconciliation of transfer-related charges.
• Serve as subject matter expert on transfer procedures and system use.

Program Coordination & Process Improvement

• Develop, document, and implement procedures related to billing, account management, and transfer workflows.
• Monitor program performance metrics and recommend improvements.
• Coordinate communication of policy or procedural updates to stakeholders.

Other Duties

• Provide cross-functional operational support for Animal Purchasing Coordinator, Financial Analyst, and Administrative Assistant, to ensure continuity of critical departmental services.
• Maintain working knowledge of timekeeping systems and policies.
• Other duties as assigned. 

Required Qualifications

• Four years of general office or secretarial experience; OR 

• An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR 

• A Bachelor’s degree and two years of general office or secretarial experience; OR 

• An equivalent combination of training and experience.

• Knowledge of administrative and financial systems.
• Ability to interpret and apply institutional policies and procedures.
• Strong analytical and problem-solving skills with independent decision-making.
• Ability to coordinate complex workflows across multiple stakeholders.

Preferred Qualifications

• Experience coordinating administrative or operational processes across a department or program.
• Experience with fin