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Operations Coordinator, Social Work Department

Company: Yale New Haven Health System
Location: New Haven
Posted on: June 24, 2022

Job Description:

Requisition ID: 43275Location: New Haven, ConnecticutCategory: NON - CLINICAL OTHERPosition Type: Full Time Benefits EligibleDepartment: Social WorkScheduled Hours: 40OverviewProvides financial support to the Department of Social Work, including monthly review of operating results, budget preparation and monitoring, position control maintenance and monitoring, and preparing various reports. Ensures financial feasibility of business plans, grants and funds. This position will play a key role in ensuring that financial and operational goals are developed, monitored, measured and reported to financial and operational stakeholders in a consistent, timely and informative manner, provide support for responses to inquiries and help ensure problem resolution. This position will provide in depth knowledge on utilizing existing system to develop internal and external reports as well as increase the effectiveness and efficiency of financial and clinical support. Demonstrate the necessary human behavioral skills, such as respect, honesty and professionalism, which are necessary in a department such as Social Work.EEO/AA/Disability/Veteran Responsibilities Budget Accountability 1.1 Process and coordinate the completion of budget and financial reporting for all social work cost centers. 1.2 Review the position control system. 1.3 Update and maintain department personnel files and database for all staff that includes but is not limited to personnel information, salary information, job changes, and regulatory requirements. 1.4 Access all data sources such as Infor, ESS, and related sources to determine whether budgeted FTE exists and inform director if adjustments need to be made and follow-through with the adjustments when appropriate. 1.5 Reconcile salary and non-salary recoveries with YNHHS financial information. 1.6 Track journal entry adjustments to the department cost center reports and ensure that accurate financial adjustment are completed. 1.7 Monitor, receive, record, process and create accounting systems of all monies received from grants, contracts, invoices, funds, and other sources. 1.8 Generate month-end reports, internal audits, and compare to financial records maintained by General Accounting. Research and settle any discrepancies between the two systems. 1.9 Complete reports at month-end and submit to Director for review and approval. 1.10 Ensure that accurate account reconciliations are performed on a timely basis including review of variances and assess appropriate corrective actions and justifications. 1.11 Manage capital budget projects and ensure and track actual expenses according to budget. 1.12 Maintain effective management of cash funds, including petty cash, transportation and other special funds to cover all approved disbursements in accordance with budget. 1.13 Post the payroll and budget entries to appropriate documents and system; ensure the accuracy and timeliness of postings. 1.14 Recommend methods for improving operational procedures and related documentation while minimizing the disruption to operational areas. 1.15 Develops effective relations with all affected departments through exemplary customer relations and utilizing motivational methods to ensure that all parties respond in an accurate and timely manner. Contracts/Proposals/Special Funds 2.1 Manage all external and internal contracts including schools of social work, public and private organizations and the Yale University departments and special funds. 2.2 Create budget proposals for funding services and resources and monitor the expenditures according to budgeted award. 2.3 Analyze salary expenditures and salary distribution for determining justifications for equity, market conditions and hiring. 2.4 Manage the formulation and/or completion of special projects utilizing a working knowledge of accounting concepts and computer solutions on micro-based software packages, such as electronic spreadsheets, word processing and database management packages. 2.5 Prepare and analyze monthly reports on various funds, including and not limited to: Ekka Gordon, auxiliary funds, oncology accounts, transportation accounts, and department cost centers. Identify, research and resolve problems and identify department improvements. 2 .6 Liaison to external funding sources for all budget reconciliations. 2.7 Establish contacts, mechanisms, systems and/or reports to identify all payment systems including grant and special fund accounts. Initiate system improvements, policies and procedures to increase the accuracy of payment schedules. Coordinate resolution of charging issues and problems through collaboration with Finance Department, Accounting, and all external payers. 2 .8 Establish a system to ensure processing of all charges within acceptable timeframe. Grant Management 3 .1 Create an internal monitoring system for expense tracking and invoices for reporting purposes. 3.2 Establish contacts, mechanisms, systems and/or reports to identify timely and accurate accruals to grant cost centers. 3 .3 Develop and implement data collection tools to track system performance over time. 3.4 Initiate system improvements and policies and procedures to establish timely contract negotiations for reimbursement. Ensure processing of all expenses and accruals. 3.5 Coordinate resolution of contract and budget issues and problems through collaboration with Finance Department and all other operational areas. 3.6 Create timely financial reporting on the actual charges to accounts and financial analysis to understand the impact of current volume trends and proposed changes in procedures within the various operational departments. 3.7 Provide reporting and to track spending rates in order to prepare forecasts of future spending. Evaluates variances from budget and prepares budget revisions and reporting analysis Financial Analysis 4.1 Provide financial support to include revenue and expense analysis, annual budget preparation, determination of the financial feasibility of new/revised and existing services or programs related to internal Hospital operation and external product offerings such as grants and the continued development of department productivity measurements. 4.2 Provide seamless clinical and financial data in a useable format allowing for the identification, analysis and evaluation of alternative strategies as solutions of business and operational issues requiring management attention. 4.3 Develop in-depth working knowledge of operations and acts in capacity of financial liaison to the Finance department. Provide key financial and clinical data highlighting business and operational issues requiring management attention and resources. 4.4 Review month end actual reports generated by the Accounting Department and analyzes specific accounts based on requests of the Social Work Leadership. 4.5 Make effective recommendations relative to the financial and operational management of departments and activities. 4.6 Review preliminary financial results on a monthly and quarterly basis to ensure accuracy and completeness of financial statements. Provide summary of final results with explanations. 4.7 Integrate, streamline, operationalize, and continually evaluate institutional and departmental management systems to improve the seamless information flow. 4 .8 Perform other related duties as required by the Director. Other 5.1 Manage all non-clinical business affairs of the department, including financial management, facilities management, purchasing, resource and support services. 5.2 Serve as liaison between the department and various Hospital, medical departments and funding agencies.5 .3 Supervision and management of office operations and staff5 .4 Participate on selected committees and special projects to provide financial input5.5 Serve as notary public for court affidavits. 5.6 Perform other related budget/financial duties as directed.Qualifications EDUCATION : Bachelor's degree in Finance, Accounting, Business Administration or equivalent. Master's preferred. EXPERIENCE : Five (5) years of experience in position(s) with a focus on budget monitoring and financial analysis. Hospital or Healthcare industry experience preferred. SPECIAL SKILLS: Excellent written and oral communication skills and ability to interact effectively with people at all levels. Strong analytical skills; must have excellent understanding of computer systems. Word processing, spreadsheet and database skills are required. Ability to organize and prioritize multiple projects. Knowledge of the hospital industry and health care environment desirable. ACCOUNTABILITY : Monitor and consult with Department Director concerning department budgets and personnel. Prepare various statistical and financial reports and summaries on a regular basis and as needed. In personal and job-related decisions and actions, consistently demonstrates the values of integrity (doing the right thing), patient-centered (putting patients and families first), respect (valuing all people and embracing all differences), accountability (being responsible and taking action), and compassion (being empathetic). COMPLEXITY : The incumbent will possess a skill set and personal attributes which are vital to success in this role. Such needs include high-level critical thinking, decision making abilities, independence, excellent time management, strong verbal and written communication skills, and flexibility with an ever-changing environment. This individual must have excellent computer skills, including all Microsoft Office applications and hospital financial databases. Additional Information *Remote work available*Provides financial support to the Department of Social Work, including monthly review of operating results and budget preparation*Position control maintenance and monitoring, and preparing various reports*Opportunity to work with grants and other special funds for department*Manage multiple projects for department as main point of contactPM22 YNHHS Requisition ID43275PI183031625

Keywords: Yale New Haven Health System, New Haven , Operations Coordinator, Social Work Department, Healthcare , New Haven, Connecticut

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