Business Office Coordinator

Business Office Coordinator

Requirements

• Bachelor’s degree and 1 year of related experience.

Responsibilities

• Negotiate or renegotiate and administer contracts with vendors; Administer bidding process and contracts (e.g. prepare specifications, evaluate bids, recommend vendors, etc.); Research and evaluate vendors/contracts to ensure it is in compliance with government regulations (e.g. vendor debarment and suspension regulation); Contract LSU purchasing and procurement to include all aspects (e.g. administer, review, manage, file, evaluate, analyze, and negotiate); Evaluate vendors to ensure its performance is aligned with established specifications; Evaluate order and bid documentation; Review and maintain good record of purchasing files and records (purchase orders, contracts, etc.) to ensure its compliance with LSU policies and procedures and ensure the availability of documentation; Develop and implement purchasing and contract management instructions, policies, and procedures; Ordering of supplies/goods, equipment and material, reviewing, and processing/issuing of purchase order for LSU Diagnostics; Review and monitor capital purchases to ensure its compliance with LSU policies and procedures; Continually improve purchasing methods/processes. Identify opportunities for cost savings; Response to inquiries from internal and external sources in providing information, direction, and or appropriate referrals.
• Review grants monthly to review expenditures and if any cost allocations need to be done or determine what the current budget is at that time; Produce monthly reports for each lab section to review both revenue and expenses; Create IT’s to move charges as needed onto grants, state appropriation, and self-generated accounts. This also includes getting any necessary documents completed and signed, to move the charges onto the correct account; Create monthly profit and loss account reports for LSU Diagnostics; Move end of year expenses and revenue onto the correct accounts; and prepare the projected budget for the upcoming FY, and generate multiple monthly reports and statements to meet with the Dean.
• Adjust clients’ accounts as needed; Review aging receivables report and submit write-off document to BURSARS for any accounts over three years old; Review every account showing 180+ days outstanding balances; Work with LSU Diagnostics Business Manager to review courier services charges. Deposits – Work with campus to acquire all ACH payments and apply payments to USALIMS. Assist as a backup to process all deposits for LSU Diagnostics, excluding the daily deposit. Verify that all daily LSU Diagnostic deposits match the Daily Reporting Spreadsheet and adjust any entries to correct deposits.
• Put together monthly spreadsheets that consist of; Aging Receivable Report, Billing and Charges, Monthly AR report, and EOM Spreadsheet that reflects the final numbers; Use the TIS report to verify deposits made over the month. Validate those against MOT spreadsheet to make sure the deposits have been posted; Adjust the End of Month explanation according to where we are on all the adjustments that have been made; End of month report will also report how many accounts are under/over 180 days; and Create deposit in CARD system for monthly AR, and it is also reported on my MOT spreadsheet.
• Pay all incoming invoices for outgoing lab fees; verify invoices that the client has been charged before invoices are paid; Pay other charges as needed for LSU Diagnostic employees not related to travel.; Create costing allocations and PAA’s when necessary.
• Create expense reports every week (provide the Internal PO for each order and apply that to the memo section to keep track of each expenditure); Assist in doing expense reports for the Director and other staff members as needed.; Review expense reports once submitted from LSU Diagnostics or other departments; and travel-related spend authorizations and expense reports.
• Assist business office and other SVM employees with accounting and purchasing questions and/or issues. Solicit bids up to $25,000 as needed. Work on special projects and/or other duties as assigned by the SVM CFO, Director of LSU Diagnostics, and Director of Business Operations.

Preferred Qualifications

• Bachelors degree and 2+ years of related experience.
• Experience in accounting or financial tracking or processing payroll, AP, AR or the banking industry.