Key Responsibilities:
30% Office/Admin Coordinator:
- Staff Lions Gift of Sight (LGS) reception desk during agreed upon hours, greet staff and visitors with a positive attitude and provide a welcoming environment.
- Overall responsibility for office management, ensuring a tidy, well-organized and functional work environment, including organization of shared workroom.
- Manage office equipment and serve as the central point of contact for service calls.
- Proactively resolve operational issues and propose efficiency improvements.
- Receive and distribute mail, receive deliveries and direct visitors as needed.
- Manage keycard assignments and changing door codes; regularly audit issued keycards and oversee LGS visitor pass usage.
- Serve as the point of contact for the LGS package delivery room, including camera access and updating/disseminating door codes.
- Answer phone calls to the Business Office, providing prompt and professional assistance, returning voicemails, and routing calls appropriately.
- Maintain records of VOIP phone assignments, including the phone tree and hunt groups.
- Assist with onboarding new employees by issuing keys, VOIP access, welcome signs, and new mail folders.
- Manage departmental parking authorizations.
- Track MiFis usage.
- Provide general support for administrative projects and meetings.
- Stay current on required training and submit documentation to Quality Systems in a timely manner.
- Represent the administrative team on internal committees as needed, actively participating in meetings and providing input.
70% Financial:
- Generate accurate and timely invoices for transplant and research eye tissue acquisition fees.
- Proactively follow up on past due accounts, communicating with customers to resolve outstanding balances and collect.
- Maintain office supply inventory.
- Verify tissue import expenses and process payments.
- Act as a Purchasing Card (PCard) holder, overseeing assigned transactions and ensuring compliance with policies and guidelines.
- Train and maintain proficiency in UMN EFS Accounts Payable to act as backup for LGS and OVNS general purchasing as needed.
- Collaborate with the LGS Administrative Manager to create and implement systems for onboarding new revenue streams.
- Monitor and generate accurate and timely invoices for all other revenue streams (recovery services, processing, call center services, royalties, ISO/ESO, etc.).
- Setup new customers in QuickBooks and maintain customer records.
- Post payments received (AR) in QuickBooks, including checks, credit cards, and wire transfers.
- Prepare weekly and month-end deposits in QuickBooks.
- Ensure end-of-month invoicing is completed, coordinating with Research and Allocation departments for approvals.
- Conduct monthly billing audits and resolve discrepancies promptly.
- Respond to supervisor feedback and meet established expectations.
- Create, update, and maintain LGS AR operations manual, ensuring accuracy and reflecting changes and improvements as needed.
- Provide necessary information and support during audits and financial reviews.
- Understand, and reference, the University of Minnesota purchasing policies and procedures, ensuring compliance at all times.
This position is represented by a bargaining unit, AFSCME Clerical.
Salary Range: $23.32 to $33.92; actual starting salary is dependent on experience and qualifications. Anticipated Starting Salary: $24.28hr to $27.74hr.
All required qualifications must be documented on application materials.
Required Qualifications:
- High school diploma/GED and four years of general accounts transaction experience.
- Training may be substituted for some of the years of experience.
- Demonstrated experience in office administration and financial operations.
- Excellent organizational skills with strong attention to detail.
- Professional communication and customer service skills.
- Proactive problem-solving abilities and a collaborative mindset.
Preferred Qualifications:
- Proficiency in QuickBooks and Google Workspace (Gmail, Chat, Sheets, etc.)
- Experience with the University of Minnesotaâs EFS purchasing system and related policies/procedures.
- Demonstrated experience in process improvement initiatives.
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