Initial Review Date (IRD) The Initial Review Date (IRD) for this position is: 08-24-2020
UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.
Dept Marketing Statement Student Health Services (SHS) is a full service medical facility offering clinical, educational, and psychological services to students on the UCSC campus.
SHS includes the following departments and sub units: Clinical Services including Laboratory and X-Ray; Retail Pharmacy, offering both prescriptive pharmaceuticals and over the counter products; Patient Support Services; Student Insurance Programs; Student Health Outreach and Promotion (SHOP) and the Condom Co-op; and Counseling and Psychological Services (CAPS). SHS is supported by a combination of 20 funding sources and depends heavily on projected revenue from fees for support and employs approximately 120 staff including Physicians, Lab Scientists, Pharmacists, Nurses, Radiologists and other clinical and administrative staff.
Under the general supervision of the Business and Information System Director and the direction of the Business Operations Coordinator, the Operations Specialist is responsible for Purchasing, Facility and Fiscal operations for Student Health Services (SHS), including Counseling and Psychological Services (CAPS) as well as the CAPS on-campus satellite offices.
The UCSC Student Health Services Operations Specialist works within an operating budget of approximately $16 million and manages a clinical facility containing approximately 25,000 square feet. The SHS Clinical facility contains extensive and unique space including Exam rooms, Nursing Stations, a Full-Service Laboratory, patient care rooms, waiting areas, X-Ray rooms, showers, bathrooms, reception areas, staff lounges, conference rooms, and several clinical and administrative offices. Also under the purview of the Operations Specialist are multiple satellite office spaces that are utilized by SHS and CAPS professional staff.
This position serves as the primary cash custodian for Student Health Services, responsible for complying with fiscal regulations related to cash handling and for preparing deposits in accordance with campus policy. As detailed in the job duties, this position processes complex cash and credit receipts for the Point of Sale transactions at the SHS Pharmacy, meeting strict deadlines and audit requirements. This position is also responsible for overseeing the Clinical Inventory process in conjunction with SHS Medical Assistants.
Pay, Benefits, & Work Schedule Salary Information: $23.92 / Hourly
Job Duties 40% - Purchasing, Travel/Entertainment and Accounts Payable Operations
Contribute to development, maintenance and improvement of Purchasing, Travel/Entertainment and Accounts Payable processes, procedures, and workflow and tracking methods.
Process and track financial transactions for SHS using CruzBuy and BANNER system; Act as SHS resource person for CruzBuy, assisting Director, managers and staff; Prepare online purchase orders and maintain logs. Monitor and determine the need to set up blanket purchase orders; Arrange for shipping by coordinating trucking and air/sea forwarder vendor arrangements. Ensure all incoming invoices are covered under proper purchase order amounts and descriptions; Resolve financial discrepancies related to data entry. Maintain closed purchase orders and shipping memo files.
Enter prescription information into the computer database.
Oversee insurance processing and responsible for troubleshooting issues.
Coordinate and schedule placement of orders in concert with SHS and CAPS clinical operations, factoring in clinic flow and patient privacy concerns and HIPAA regulations; Coordinate the retail Pharmacy purchasing process for over-the-counter (OTC) sales including ordering from Costco including the receipt and delivery of product to the Pharmacy.
Primary liaison for all vendor relationships for office and medical equipment within SHS; Serve as resource person for researching and recommending new vendors; Responsible for resolving disputes/discrepancies with existing vendors.
Review Cruz Buy, Travel/Entertainment transactions for proper authorization, coding and adequate information and coordinate approval processes within SHS, the Division and Central Units.
Process Travel/Entertainment paperwork and reimbursements for all SHS staff; Work with SHS employees to prepare and process Travel/Entertainment paperwork and resolve any issues.
Monitor and reorder office supplies; Process weekly office order requests; Coordinate printing service needs and process requisitions; Monitor and reorder, and restock printing/paper inventory; Ensure that all SHS copy machines are in satisfactory working order; Contact and monitor vendors as appropriate for needed repairs.
Devise and create internal forms, flyers, and other resources to assist managers and staff with Purchasing, Travel/Entertainment, and Accounts Payable processes; Initiate meetings, trainings, check-ins with managers and staff in relation to same processes. Serve as SHS unit contact for Divisional and Central Offices for problem solving, approvals, research and follow up.
Prepare high dollar technical purchases for submission to Central Purchasing; Obtain written competitive bids and written justification for specialized or single source purchases.
Obtain proof of insurance and check business license status for service requests; Establish additional insurance and/or maintenance agreements, as required for services.
Review lease and other agreements, recommending lease renewals or considerations for purchase agreements.
In conjunction with SHS Medical Assistants assigned to Clinical Inventory: Maintain an accurate and current inventory database for all medical and orthopedic supplies; Perform a biannual physical inventory count of all medical and orthopedic supplies in Central Supply; Facilitate and track all medical supply purchases and orders. Remain current on the status of all back orders and returns; Compare received medical supply orders and packing lists; Liaison with medical supply vendor representatives regarding regular and periodic specialty medical supply orders.
Other duties, as assigned.
40% - Facility Operations
Primary liaison and resource person for all facility related issues including day to day events as well as special projects; Responsible for resolving problems with facility repairs, services and related equipment; Work directly with SHS employees to solve facility related concerns.
Review and respond to various repair, maintenance, and disposition requests including electrical, custodial, carpentry, plumbing, heating/ventilation and surplus equipment; Perform occasional minor hands-on repair and/or installation tasks related to SHS operations, when Campus support is not immediately available.
Oversee the facility work orders for Student Health Services and CAPS Satellite offices; Serve as SHS Department liaison for all work orders.
Prioritize and schedule repairs, maintenance, moves and deliveries in concert with SHS and CAPS clinical operations, factoring in clinic flow and patient privacy concerns and HIPAA Security regulations; Receive and distribute goods.
Coordinate daily and annual custodial services as well as special facility cleaning needs; Resolve problems and contact custodial staff in a timely manner when services do not meet clinical standards.
Responsible for securing the facility at the close of the weekday.
Issue and collect SHS keys in accordance with unit guidelines, including keys for CAPS satellite offices; Maintain key inventory; Issue and collect SHS official Omni Lock badges; Coordinate with Information Systems Manager for badge clearance; Maintain inventory of issued badges.
Facilitate and process telephone and network service requests and ensure timely activation and termination.
Manage the water dispensers that are provided throughout SHS; Communicate with water vendors to ensure regular delivery and maintenance of water machines.
Monitor conference room setup for meetings and conferences ensuring access, accurate and timely setup and technology needs; Set up tables, chairs and equipment, as needed.
Responsible for entering accurate data and maintaining the UCSC Facility Link program, a central campus program that tracks occupancy of offices and space.
Contribute to development, maintenance and improvement of process, procedures, and workflow related to managing the SHS main buildings and CAPS satellite offices; Devise and create internal forms, flyers, and other resources to assist managers and staff with Facility related processes and procedures.
Other duties, as assigned.
20% - Fiscal Operations
Ensure that proper authorizations are obtained and unit, campus and system-wide policies and procedures are adhered to.
Ensure that adequate separation of duties, appropriate authorization and approval mechanisms are employed in all business functions such as accounting records, purchasing, receipt of goods, cash receipts, travel and entertainment.
Ensure that the campus and the SHS employees and sub-units and individual staff follow system-wide policy and procedures and internal control guidelines.
Maintain signature authority records, Accounting Manual, and Business and Finance Bulletins.
Oversee payments received from Over the Counter (OTC) cash and credit card sales and student accounts. Deposit monies accurately and within established time frames. Maintain accurate and up-to-date records of all deposited funds by account.
Cash Custodian for approximately $10,000 in cash/checks weekly.
Responsible for twice daily (AM/PM) opening of safe to provide and secure cash drawer and for ensuring sufficient change supplies are available.
Attend training sessions as needed to remain knowledgeable of current policies and procedures and use of on-line financial information systems.
Monitor the processing of all financial activity including purchase orders, annual blankets (exceeding $400,000.00 annually), direct payments, and recharges.
Responsible for generating reports using the on-line financial information system (Budget Pool, Monthly Transactions Detail, Monthly Summary Operating Report, Activity Detail Report). Follow procedures to address unique operational needs.
Assist the Business and Information Systems Coordinator and Sr. Operations Analyst, in designing, creating and maintaining accounting systems, according to Generally Accepted Accounting Principles (GAAP) that track and report expenditures and accommodate the complex nature of SHS activities and accounts.
Prepare monthly budget status reports and statistical summaries for each sub-unit's budget using campus resources such as Infoview, FIS, CruzBuy.
Other duties, as assigned.
Substantial related administrative experience sufficient to oversee purchasing, fiscal and accounts payable functions of a multifaceted organization
Direct experience overseeing the facility operations of a multifaceted organization
Experience overseeing facility related projects that require independent problem solving; coordinating with various constituents, and short and/or long term follow-up
Ability to perform minor routine facility-related repairs and/or installations during open hours, maintaining awareness of operational environment, following sound safety practices
Demonstrated ability to make decisions and respond to situations requiring emergency or immediate response during daily operations of a multifaceted facility during open hours
Direct experience handling cash, balancing Point of Sale register receipts and preparing cash deposits
Demonstrated ability to learn, apply, communicate and enforce complex federal, state, and University regulations and policies relating to purchasing, facility, fiscal, travel and entertainment.
Experience with various computer applications, including but not limited to database, spreadsheet, reporting tools, word processing, electronic calendar and email applications software in a Windows environment
Demonstrated ability to learn, and adhere to internal control principles and systems
Demonstrated ability to take and follow direction with minimal monitoring and follow-up
Strong attention to detail, ability to present legible work, and to maintain a high degree of accuracy
Excellent record keeping skills; ability to organize and access information in a timely manner
Strong organizational skills with the ability to establish priorities and complete a number of competing assignments in a timely manner under the pressure of deadlines and with frequent interruptions
Excellent interpersonal skills to ensure efficient, responsive delivery of high-quality services to customers and ability to interact in a professional and courteous manner with a diverse group of people from both the campus and the community
Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals
Ability to exercise good judgment and discretion, especially with regard to sensitive or confidential matters
Excellent verbal and written skills with the ability to research information and produce clear, concise correspondence and reports and information
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
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