SOMA - Business Operations Specialist

A.T. Still University's School of Osteopathic Medicine (ATSU-SOMA) is seeking a non-exempt Business Operations Specialist on the Mesa, Arizona campus. This position will report to the Director of Operations in reviewing, allocating, accruing and processing invoices/expenses from across the college and the OMM center. This position will prepare the daily/monthly deposit and credit card daily close processing at the OMM center and record the patient transactions in an accounting software program. Assist the Director of Operations in the OMM center daily/monthly close process by preparing the daily/monthly deposit, processing the credit card transactions for that day, involved in the clinic monthly close process by accounting for all payment transactions are
reconciled. Assist the Director of Operations with the annual budget cycle process. Assist in working with the facilities
department for the college and the OMM clinic facility needs. The ideal candidate will have accounts payable and/or some
accounting knowledge, purchasing knowledge, or back-office operations experience.

Duties and Responsibilities:

• Be responsible for daily invoice processing, check request, purchase orders and proper invoice expense allocations
  including using correct object codes for the college prior to final approvals and sent to accounts payable/purchasing.
• Point of contact for purchasing. Orders supplies/Receives supplies/Distributes orders. Shipping orders as needed.
• Receiving orders in Unimarket (Purchase Order Tracking System).
• Assist in analyzing expenses and working with vendors on cost savings for the college and OMM center.
• Daily review of invoice approval process status ensuring that the Department Chair, Director of Operations, and
  SOMA Dean approve the expense prior & keeping track of invoice payment status by communicating with the
  finance/purchasing office.
• Work closely with management to determine the correct allocation including using correct object codes of expenses
  within the appropriate entity, business and account.
• Be responsible for the OMM center daily/monthly close process and preparing the daily/monthly deposit. This
  position would prepare the daily/monthly deposit and credit card daily close processing at the OMM clinic and
  records the patient transactions in an accounting software program.
• This position is the back up for the OMM Center Manager role when they are absent, they will cover the OMM
  center front office, welcome patients, plus accept payments, answer telephone and schedule patients as needed.
• Assist in working with the facilities department for the college and the OMM center facility needs.
• Assist the Director of Operations with the OMM center monthly close process by accounting for all payment
  transactions are reconciled and included in the monthly transaction report.
• Assist the Director of Operations with the annual budget cycle process.
• Contribute to the monthly accrual process, providing invoice and accrual support to management and/or accounting.
• Be responsible to run the monthly variance report (prepare and review with the Director of Operations)
• Be the backup for the OMM Center Manager when they are out of the office.
• Be able to cover other staff within the SOMA Operations team when they are out of the office or if tasks are needed
  for coverage. Able to be cross trained on all SOMA Operations team tasks.
• Assisting the Director of Operations with the annual budget cycle process. By researching and updating the AACOM
  survey spreadsheet of other COMs tuition rates.
• Assisting in keeping the year to date expense reporting with detailed expenses for the BudgetPak (accounting budget
  software) process of listing out expenses in line item detail. Also, assisting in making sure expenses are not missing
  that should be listed within BudgetPak (accounting budget software).
• Tracks CME & Membership Dues for SOMA faculty.
• Tracks SOMA expenses of purchase requests, check requests, and travel monthly by running a report from
  Unimarket (purchasing online system) and Chrome River (travel online system). Plus, ensuring all details are
  accounted for and adding in the check request and travel details. This reporting is useful for budgeting purposes plus
  ensuring that we stay within our approved operating budget.
• Assist in keeping track of purchases, check requests, travel reimbursements within the budget tracking report.
• Provide reporting to senior management as requested.
• Interact with senior management, operations, accounting, purchasing & other faculty and staff.
• Additional duties as assigned.

Skills and Experience:

• Two to three years of experience in either accounts payable, accounting, purchasing, administration, and/or business operation in a college setting preferred.
• Proficiency in Microsoft products such as: Word & Excel are required.
• Associates degree or some college preferred, but not required, will consider comparable job experience in purchasing, accounting, business operations.
• Experience in a role requiring strong ability to multi-task with excellent communication skills.
• Self-motivation and ability to adapt to new systems.
• Exemplary organization and time management skills.
• Ability to work independently and communicate effectively with Senior Management.
• Ability to troubleshoot and problem solve.
• Knowledge of Unimarket (Purchasing Order Tracking System) and/or a comparable purchasing software system.
• High-level of integrity, objectivity, confidentiality and accuracy.
• Excellent written, verbal and communication skills.
• Ability to handle responsibilities independently with minimal supervision.

ATSU offers a comprehensive benefits package including medical, dental, and vision coverages, among more. If eligible, employee-elected benefits would begin the first of the month following hire date. For more information, please visit: atsu.edu/employment/benefits .