| This is an administrative position within University Health and Safety that reports to the Office Supervisor. This position is the main financial preparer for University Health and Safety.
This position also provides administrative support to University Health and Safety staff who perform a wide variety of services to support the University community including coordinate campuses and off- campus research sites. University Health and Safety is currently comprised of seven departments and seven divisions/programs within those departments.
This position requires a high degree of independence, motivation, attention to detail, and fiscal integrity. The successful candidate will have highly-developed critical thinking, time-management, organization, and problem-solving skills.
Responsibilities:
75% Financial Administration Services: - 25% Perform, monitor, and reconcile – processing of financial work including but not limited to check requests, U Market orders, PO change order forms, requisition request forms, and receiving of approved invoices. Monitor financial requests to ensure completion. Monthly reconciliation of UHS procurement cards. Perform monthly review, verification, and processing of HealthPartners Occupational Medicine invoices for the Occupational Health Program. Perform data entry of radioactive material invoices into IsoTrack database.
- 10% Research, analyze, and resolve general accounts transaction problems – work with UHS staff by researching financial questions and issues as they arise, recommend solutions or best practices.
- 10% Explain and apply complex policies and procedures - Serve as subject matter expert resource to UHS staff by explaining University Services and University financial policies and procedures. Serve as subject matter expert for Chrome River, the University of Minnesota’s employee expense reporting software. Serve as subject matter expert on Kronos, University Services timecard system.
- 10% Complete complex documents and verify for accuracy – review incoming requisition requests forms, check request forms, new supplier requests, and PO change order forms for accuracy and determine if additional documentation is required. Provide monthly Occupational Health billing verification.
- 5% Process or review activity with vendors – work with vendors outside the University to review payment status requests, resolve invoice issues, complete new supplier requests to initiate payment, update of existing suppliers, or process other requests as they occur.
- 5% Maintain electronic file systems – currently in the Active Directory and Google Drive. Evaluate and modify the existing systems (Active Directory and Google Drive), or establish new file systems as needed.
- 5% Develop computer-assisted processes, guidelines, procedures, or tools – work with the Office Supervisor to develop online (UHS intranet) tools, guidelines, and procedures for all financial processes. These will be available for use by all UHS staff.
- 5% Assist UHS managers with orientation and training of new employees on UHS office procedures and policies. Train new administrative support student front desk employees.
20% Administrative:
- Provide front desk support for UHS as needed when administrative support student employees are unavailable.
- Monitor the UHS email (direct incoming emails to appropriate staff, schedule ergonomic assessments).
- Receive and distribute incoming deliveries, US mail, and campus mail (including receiving and securing radioactive material deliveries, sort and distribute deliveries and mail to UHS staff).
- Resolve office equipment issues or arrange for repairs.
- Assist the Office Supervisor as needed with maintaining the UHS and TCEM conference room calendars, scheduling meetings and events.
- Assist the Office Supervisor with hiring and supervision of administrative support student front desk employees.
5% Other duties as assigned.
This job may be designated as essential.
The employer retains the right to change or assign other duties to this position.
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