Administrative Officer - Cardiovascular Medicine

Department:

SOM KC Cardiovascular Medicine

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CCR

Position Title:

Administrative Officer - Cardiovascular Medicine

Job Family Group:

Professional Staff

Job Description Summary:

The Administrative Officer reports to the Assistant Director of Research. This role will oversee the financial and administrative functions that support the day-to-day operations of the Division of Cardiovascular and Cardiothoracic Research and the Department of Cardiovascular Medicine. The responsibilities will include budgeting, forecasting, financial reporting and analysis, accounts payable and accounts receivable functions, pre-award and post-award grant award management, and performing duties that contribute to the effective operation of the department and its divisions and programs. The position will also provide financial and administrative support to the Department of Cardiovascular Medicines in the absence of the Senior Administrator.

Job Description:

Key Roles and Responsibilities:

• Responsible for annual budget development, forecasting, and financial monitoring for the department and its divisions and programs.

• Responsible for maintaining sufficient cash flow for the department and its programs and divisions.

• Creates, analyzes, and presents monthly, quarterly, annual, and ad-hoc financial reports to department leadership, principal investigators, and research staff members.

• Leads monthly account reconciliations.

• Oversees accounts payable activities including supply ordering, purchase orders, procurement card transactions, spend authorizations, and expense reports.

• Responsible for all payroll duties for the department including salaries modifications, costing allocation changes, payroll accounting adjustments, one-time payments, and payroll audits.

• Assists with human resource activities such as initiating recruitment requests, creating job requisitions, hiring new employees, onboarding, training, coaching, performance evaluations, hourly employee time approval, approval of paid time off requests, job changes, and terminations.

• Oversees accounts receivable responsibilities.  This includes invoicing, internal service delivery creation, revenue collection, payment collection, and customer relationship management.

• Involved in the management of KU endowment activities.  This includes check requests, financial reporting, accounts payable activities, and monthly and quarterly invoicing for salaries covered hospital endowment accounts.

• Reviews and updates insurance coverage analyses for new clinical trials and amendments.

• Develops budgets and assists with budget negotiation and contracting for new clinical trials and clinical trial amendments in collaboration with the Assistant Director of Research, Office of Clinical Trial Administration, the Study Coordinator, and the Principal Investigator.

• Oversees the clinical trial effort tracking process and allocation.  

• Leads all financial activities associated with activating new clinical trials and closing out studies that have ended.

• Develops new grant proposal budgets in collaboration with the Sponsored Programs Administration and the Principal Investigator and completes any new grant proposal submissions.

• Oversees all post-award financial grant management activities.  

• Facilities all administrative tasks for the department including but not limited to meeting scheduling, records management, work order execution, and asset management.

• Communicates new and updated policies, procedures, and training activities to the department.

• Serves as a backup for administrative, human resource, and financial tasks for the Assistant Director of Research and Senior Administrator.

Required Qualifications:

Education: 

• Bachelor’s degree in business administration, accounting, finance, or other related field.  Years of experience may be substituted in lieu of a degree.

Work Experience:  

• 2 years of related accounting, finance, and/or business management experience.

Preferred Qualifications:

Education:  

• Master’s degree in business administration, accounting, finance, or other related field.

Work Experience:

• 5 years of related accounting, finance, and/or business management experience. Experience working in an academic health system setting. 1 year of supervisory experience.

Skills:

• Advanced knowledge of the Micro