Business & Office Coordinator - Trauma Services - FT - Day

Key responsibilities

• Coordinate schedules
• Manage fiscal, grant, and fund processes
• Support verification activities
• Facilitate program meetings
• Ensure effective collaboration with Finance, Supply Chain, clinical departments, and external partners
• Oversight on call schedules, payroll and timekeeping workflows, procurement and budgeting activities within Workday/Adaptive Planning
• Full logistical coordination of educational courses and departmental events such as ATLS
• Comprehensive office oversight and assistant to the Trauma Program Director (TPD), Trauma Medical Director (TMD), and department leadership

Education Qualifications

Bachelor's Degree in 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
• 3 years Patient Care Experience

Preferred Skills And Abilities

• Read, analyze and interpret common scientific & technical journals, financial reports and legal documents
• 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

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
• Aid in 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

• 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
• Cookordinate facilities, equipment, vendor relationships, and administrative workflows to keep the office running smoothly

Call Schedule Administration

• Responsible for creating, updating, and publishing provider call schedules across all required platforms, including the Word master file, On-Call Scheduler, and QGenda
• Maintain real-time accuracy by entering adjustments as they occur and communicating all changes promptly to clinics and other affected stakeholders
• Track call activity throughout the month and complete a month-end reconciliation of call totals, submitting final tallies to Finance
• Conducts month end reconciliation of call activity, submitting verified totals to Finance and routing PRN call data to HR with all required shift details
• Performs accuracy checks against the Running Total to maintain precise documentation and prevent discrepancies

Grant, Fund & Program Administration

• Provides strategic oversight of departmental grants, external funding, and program activities by ensuring accurate financial processing, compliant documentation, and timely reconciliation with internal and external partners
• Coordinates grant invoices, expenditure records, and required reports with stakeholders such as regional trauma councils (e.g., NERTC), state agencies, and organizational foundations
• Oversees logistical and administrative support for educational programs and departmental events through planning, vendor coordination, preparation of materials, and post-event reporting
• Supports regulatory and accreditation requirements by assembling and submitting required documentation and fees to appropriate state, regional, or national authorities

Supports monthly and annual financial activities

• Variance analysis
• Productivity review
• Budget preparation
• Coordination with appropriate departments to resolve discrepancies or required revisions

Assists with departmental setup and system access

• CAR submissions
• Maintenance of existing departments
• Report completion
• Training staff in scheduling, staffing, and timekeeping systems

Manages departmental supplies and equipment

• Coordinating with Supply Chain regarding shortages, new item requests, vendor quotes, and capital equipment needs

Provides office management and leadership support

• Calendar coordination
• Preparation of meeting materials
• Management of expense and travel documentation
• Facilitation of administrative workflows that ensure efficient departmental operations

Utilizes multiple operational software systems

• Electronic medical records
• Requisitioning platforms
• Payroll/timekeeping tools
• Scheduling systems
• Productivity dashboards

Supports charge accuracy and revenue integrity

• Annual review of charge processes and charge master components
• Work Queue oversight
• Daily charge reconciliation
• Completion of reports to trend charging and billing accuracy

Develops and maintains service line and cost-center reports

• Analyze non-clinical variances
• Partner with leadership to identify and implement process improvement opportunities

Consults with leadership on fiscal and operational controls

• Assist in the development or revision of procedures related to personnel practices, financial operations, and other business functions
• Support ongoing policy development and annual policy review

Supports departmental and organizational committees

• Assist Trauma Program leadership in meeting applicable standards and supporting cross-department collaboration