Vivarium Billing Coordinator (Administrative Coordinator)

Financial Coordination

• Coordinate and oversee account management processes for department-wide billing operations ensuring accuracy compliance and continuity of services.
• Analyze account utilization and proactively identify expiring or deficient funding sources; determine appropriate follow-up actions.
• Independently resolve complex billing and account issues requiring cross-department coordination.
• Interpret OHSU financial policies (OGA IBS AR) and provide guidance to researchers and staff.
• Monitor protocol and account alignment to ensure compliance with institutional and regulatory requirements.
• Create and maintain split accounts as requested and maintain current information for non-OHSU billing contacts and accounts.

Monthly Billing Coordination

• Coordinate and manage the monthly billing cycle for department-wide services.
• Oversee collection validation and tracking of billing inputs across multiple operational areas.
• Ensure accurate system input and data integrity within vivarium and financial systems.
• Process non-OHSU monthly billing activity sheets for submission to Accounts Receivable.
• Analyze rejected transactions determine root causes and implement corrective actions.
• Initiate and reconcile financial adjustments in accordance with institutional policies.
• Make changes as needed throughout the month to maintain activity sheets with changed accounts protocols or indicators.
• Create activity sheets throughout month for incoming transfers orders or imports and identify which ones need identifiers implementing a color code system.
• Maintain and improve documentation systems to support audit readiness and operational efficiency.
• Identify process improvement opportunities and implement workflow enhancements.

Animal Transfer Coordination

• Review and evaluate transfer requests for completeness accuracy and compliance.
• Coordinate end-to-end transfer workflow across departments and stakeholders.
• Maintain system accuracy and ensure proper documentation of transfer activities in vivarium software.
• Determine appropriate logistical actions and coordinate transport services as needed.
• Serve as a central point of communication for transfer processes and status updates.
• Ensure accurate financial reconciliation of transfer-related charges.
• Serve as subject matter expert on transfer procedures and system use.

Program Coordination & Process Improvement

• Develop document and implement procedures related to billing account management and transfer workflows.
• Monitor program performance metrics and recommend improvements.
• Coordinate communication of policy or procedural updates to stakeholders.

Other Duties

• Provide cross-functional operational support for Animal Purchasing Coordinator Financial Analyst and Administrative Assistant to ensure continuity of critical departmental services.
• Maintain working knowledge of timekeeping systems and policies.
• Other duties as assigned.

• Four years of general office or secretarial experience;OR

• An Associates degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR

• A Bachelors degree and two years of general office or secretarial experience; OR

• An equivalent combination of training and experience.

• Knowledge of administrative and financial systems.
• Ability to interpret and apply institutional policies and procedures.
• Strong analytical and problem-solving skills with independent decision-making.
• Ability to coordinate complex workflows across multiple stakeholders.

• Experience coordinating administrative or operational processes across a department or program.
• Experience with financial and administrative systems (e.g. OGA IBS AR Vivarium software).
• Experience analyzing data and making independent decisions.
• Knowledge of KRONOS timekeeping system.
• Knowledge of Oracle AIS Internal Billing System (IBS) Oracle Grants Accounting (OGA) and Accounts Receivable (AR).

Benefits

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Vacation - up to 200 hours per year dependent on length of service.
• Sick Leave - up to 96 hours per year.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and national businesses.