Finance Coordinator II Atrium Health Wake Forest Baptist - Family Medicine - School Health Alliance

Aurora Healthcare · United States

JOB FUNCTION

To establish and maintain administrative functions in the areas of finance, business, and administrative operations of the School Health Alliance for Forsyth County (SHA), a 501 (c) (3) non-profit formed to oversee school-based health centers located in Winston-Salem/Forsyth County Schools (WS/FCS) and operated by staff and faculty hired through Wake Forest University School of Medicine (WFSM) Department of Family and Community Medicine. Position is grant funded.

MAJOR DUTIES AND RESPONSIBILITIES:

Finance Operations

• Develop annual budget for SHA for review by the Executive Director, and ultimately approval by the SHA Board of Directors;
• Independently prepare and compile financial reports and present these reports to SHA Board of Directors quarterly.
• Perform day-to-day budget management of assigned SHA funds.
• Manage the flow of administrative and operational funding which supports the SHA. This requires invoicing contracting agencies on a monthly, quarterly, or as required by the funding agency for contractual support amounts, as well as paying vendors in a timely manner.
• Assist SHA Executive Director in reviewing local contracts and School System reimbursement contracts for financial accuracy, contractual time frame, and services to be performed by each contractual party.
• Monitor SHA expenditures on grants and departmental accounts; approve requisitions and vouchers in accordance with SHA procedures;
• Maintain financial reporting requirements to uphold SHA status as its own 501(c) (3). This requires establishing and maintaining a sub-accounting system, QuickBooks Pro Edition, to incorporate all grant accounts into one accounting system and capturing additional financial data needed for reporting requirements not captured by WFSM Controllers/PeopleSoft system.
• Oversee independent audit of the SHA annually performed by independent accounting firm; providing all financial records, documentation and explanation of day-to-day business operations.
• Coordinates with SHA external accountant to ensure annual taxes are filed.
• Establish accurate financial projections by examining past and future expenditures to determine if adequate funds are available as needed; review financial information with SHA Executive Director; determine and implement distribution changes as appropriate.
• Develop proposed budgets for grant applications based on parameters set by funding agencies; review completed grant applications for accuracy and completeness and submit to Department of Family and Community Medicine Research Administrative Coordinator for upload into Huron when indicated for Office of Sponsored Program review.
• Once grants are awarded, prepare required financial reports for grantors. Review and approve expenditures for coding accuracy and ensure the expenses are permissible within awarding agency.
• Review monthly billing and reconciliation statements from the FQHC partner for accuracy, and coordinate with the FQHC partner accounting team to resolve any information that is incorrect.

Business Operations

• Oversee business operations of the SHA, serving as liaison to contractual clerical staff and their agencies, WFSM Department of Family and Community Medicine, Controllers Office, Research and Development offices, Executive Directors or representatives of grant agencies and foundations, SHA Secretary/Treasurer, and SHA attorney.
• Make decisions on specific operational problems in accordance with departmental, institutional, and SHA policies and procedures and partner FQHC policies and procedures; sign on behalf of Executive Director, as delegated in writing.
• Arrange, implement and participate in conferences, committee and Board meetings of the SHA, compiling and providing minutes and staff support, as directed.
• Assist in public relations and marketing activities to inform the public and community agencies for inquiries, concerns, and requests about the SHA.
• Receive, screen, and review correspondence; originate outgoing correspondence and act on incoming correspondence in relation to duties above.
• Interface with SHA staff (Patient Service Representatives, APPs, and Licensed Behavioral Health Providers); answer inquiries and provide authoritative information. Collaborate with SHA Executive Director, SHA Clinical Manager, SHA Team leads, and SHA medical director in establishing office procedures and addressing problems at SHA sites.
• Order equipment and medical supplies for SHA sites in accordance with SHA budget and approval of SHA Executive Director.
• Coordinate and manage maintenance contracts for all SHA clinic sites. This includes negotiating contracts upon renewal.
• Work with FQHC partner to establish proper policies and procedures for the transmission and storage of patient data to ensure compliance with HIPPA Regulations, and to ensure other practice related compliance requirements are met.
• Coordinates required annual clinic audits with FQHC partner and external auditor.
• In collaboration with SHA Clinical Manager, orients new SHA team members to the work of the SHA, and develops and schedules SHA specific training schedules for new team members.

Research

• Collaborate with Principal Investigator and SHA evaluation team on research protocols.
• Organize collection of data and troubleshoot questions from SHA evaluator.
• Develop and submit data related reports as needed to funders, with review by the Principal Investigator/Executive Director prior to submission.

Clinical Operations

• Act as a liaison to lab vendor or laboratory contractor, to resolve discrepancies in patient billing.
• Perform other related duties incidental to the work described herein.

EDUCATION/EXPERIENCE

• Bachelor's degree in business, Accounting, or related area with three years' grant related accounting experience; or, an equivalent combination of education and experience required.
• Computer skills and the ability to develop financial spreadsheets required. Experience related to research projects preferred.

LICENSURE, CERTIFICATION, and/or REGISTRATION

• None needed