What are the responsibilities and job description for the Project Operations Analyst position at University of Kansas Medical Center?
Department:
ESS Business and Financial Operations
-----
Business Operations
Position Title:
Project Operations Analyst
Job Family Group:
Professional Staff
Job Description Summary:
This position is primarily responsible for supporting project-related activities such as project tracking, project phase budget review, and project financial reporting and analysis. In addition, this role supports the Facilities Management department with procurement, accounts payable, and other administrative tasks as assigned.
Job Description:
SALARY : $50,000 - $60,000
COMPREHENSIVE BENEFITS PACKAGE
Health, dental, vision, employer paid life, LTD, flexible benefits plan, miscellaneous voluntary plans available, paid vacation and sick (begin accruing upon hire), paid holidays, paid discretionary day, paid bereavement leave, paid jury duty leave, military leave, paid parental leave, retirement plan
Required Qualifications
Must have a passion for delivering top-tier service, and driving customer and employee satisfaction.
Bachelor's Degree or equivalent experience desirable.
2 to 3 years of experience in Vendor/Relationship management.
Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
Experience using Workday Accounts Payable and Procurement modules.
Sound knowledge of procurement principles, theories, concepts, and processes.
Demonstrated strengths in relationship building and conflict management.
Ability to develop solutions to procurement problems and provide high-quality and/or creative solutions.
Preferred Qualifications
Ability to work effectively in cross-functional business teams and handle multiple concurrent tasks.
Familiarity with RFP development, vendor selection & negotiation, contract management.
Familiarity with budget management and procurement processes.
Excellent written and verbal communication skills.
Effective organization, prioritizing, and time management skills.
Strong analytical, problem solving, reporting, and presentation skills.
Procurement experience with a large spend company typically gained over 5 years.
Exposure to Construction and/or Facilities Management Industry.
Job Duties Outlined:
Project Management
Work with the Project Managers to manage and track open and upcoming projects.
Manage project setup process in workday-- verifies projects are set up correctly with all applicable fields populated, updates project phase budgets, ensures customer billing details are populated and may initiate project billing based on FM department policies.
Create work orders in the FM project management system for all project-related transactions (as applicable)
Manage the project closure process to ensure that all accounts payable and billing issues are resolved prior to closing projects in Workday.
Ensures completed projects are closed and deactivated in Workday and reported to Institutional Finance in a timely manner.
Project Tracking and Reporting
Track project expenses against budgets and work collaboratively with project managers on invoice approval, processing change orders, and modifications to existing purchase requisitions/orders.
Provides supplemental and ad-hoc reporting on project budget status and contractor payments to project managers.
Attends monthly project status reviews with project managers to ensure projects are on track and works with the Finance Operations Manager and Director of Finance to resolve any funding issues identified.
Reviews and ensures billing processes for facility management fees on construction projects, internal construction work to other departments are processed in accordance with FM policies.
Provides monthly revenue reports on billable services including billing for facility management fees on construction projects, internal construction work to other departments, and billing for services to auxiliary and external departments (as needed).
Tracks and follows up on accounts receivables by project/ work order and resolves billing and collection disputes with customers in a timely manner.
Assist with project management process improvement initiatives.
Procurement
Enter and process all project-related and unit specific transactions (Purchase requisitions, BPC, Purchase Orders, Invoices) to ensure complete project cost reporting.
Process project-related contract letters, amendments, and change orders.
Prepares and closes out project and sales tax exemption certificates for contractors & vendors.
Maintain records of all contract, billing worksheets, and postings and subcontractor agreements related to projects.
Track purchasing approvals for all ongoing projects and monitor contractor budgets.
Process payment applications for design, engineering, architectural, and construction fees. Processes and tracks contractor/vendor payments through affiliated organizations such as the KUMC Research Institute, KU Endowment Association, and state and federal agencies.
Review, track, and provide reporting on purchase orders to ensure that they are processed accurately, properly assigned to their associated work orders/ projects, and closed timely.
Track Accounts Payable Aging to identify purchase orders/invoices that have been approved but not paid by the Institutional Finance team and work with the Finance team to resolve any discrepancies.
Resolve billing and payment disputes with vendors in a timely manner.
Vendor Management
Manage vendor relationships with on-call contractors and general suppliers and make recommendations for continuous process improvement including:
Provide recommendations on sourcing strategies and process improvement opportunities for assigned units
Ensure expenses are following vendor contract and procurement policies.
Invoices are coded accurately and processed in a timely manner.
Resolve payment disputes with vendors in a timely manner.
Issuance of tax-exempt certificates
Collaborate with purchasing department on:
Contract modifications, re-negotiations, pricing review, amendments, sourcing, etc.
Purchase requisition review and approval to ensure they are in line with purchasing policies
Resolve billing and payment disputes with vendors
Review and close open purchase orders in a timely manner
Administrative
Schedule and organize conferences; manage travel arrangements. Process travel & entertainment Coordination & Expense Reporting
Tracking and reporting of non-PO transactions (e.g. FedEx mailing and invoicing, BluePrint Printing, book orders, etc.) processed through procurement cards
Address inquiries, maintain central files, and an archived filing system that allows for access to dated capital projects. Archive and convert hard copy project files to electronic media
Employee Type:
Regular
Time Type:
Full time
Rate Type:
Salary
Pay Range:
$49,000.00 - $74,000.00
Minimum
$49,000.00
Midpoint
$62,000.00
Maximum
$74,000.00
Application Instructions:
To learn more and apply online, please visit https://kumc.wd5.myworkdayjobs.com/en-US/kumc-jobs/job/Kansas-City-Metro-Area/Project-Operations-Analyst_JR004073 or go to https://careers.kumc.edu/ and search for position number JR004073.
Applications must be submitted directly through the KU Medical Center website to be considered for this position. Any applications submitted via email or this website will NOT be reviewed or considered.
About KU Medical Center:
The University of Kansas Medical Centers mission is to educate exceptional health care professionals through a full range of undergraduate, graduate, professional, postdoctoral and continuing education programs in the schools of Medicine, Nursing and Health Professions. KU Medical Center also advances the health sciences through world-class research programs; provides compassionate and state-of-the-art patient care in an academic medical center environment; and works with communities in every Kansas county to improve the health of Kansans. Learn more at www.kumc.edu .
Benefits:
KUMC offers a range of great benefits that support employees and eligible family members. Our health insurance benefits begin on hire date and KUMC offers other exciting benefits such as paid parental leave, generous employer retirement contributions and other resources to improve health and well-being. For more information, please visit https://www.kumc.edu/human-resources/benefits.html
jeid-c0beaaf9a07b3d4fb1b4faa333988613
ESS Business and Financial Operations
-----
Business Operations
Position Title:
Project Operations Analyst
Job Family Group:
Professional Staff
Job Description Summary:
This position is primarily responsible for supporting project-related activities such as project tracking, project phase budget review, and project financial reporting and analysis. In addition, this role supports the Facilities Management department with procurement, accounts payable, and other administrative tasks as assigned.
Job Description:
SALARY : $50,000 - $60,000
COMPREHENSIVE BENEFITS PACKAGE
Health, dental, vision, employer paid life, LTD, flexible benefits plan, miscellaneous voluntary plans available, paid vacation and sick (begin accruing upon hire), paid holidays, paid discretionary day, paid bereavement leave, paid jury duty leave, military leave, paid parental leave, retirement plan
Required Qualifications
Must have a passion for delivering top-tier service, and driving customer and employee satisfaction.
Bachelor's Degree or equivalent experience desirable.
2 to 3 years of experience in Vendor/Relationship management.
Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
Experience using Workday Accounts Payable and Procurement modules.
Sound knowledge of procurement principles, theories, concepts, and processes.
Demonstrated strengths in relationship building and conflict management.
Ability to develop solutions to procurement problems and provide high-quality and/or creative solutions.
Preferred Qualifications
Ability to work effectively in cross-functional business teams and handle multiple concurrent tasks.
Familiarity with RFP development, vendor selection & negotiation, contract management.
Familiarity with budget management and procurement processes.
Excellent written and verbal communication skills.
Effective organization, prioritizing, and time management skills.
Strong analytical, problem solving, reporting, and presentation skills.
Procurement experience with a large spend company typically gained over 5 years.
Exposure to Construction and/or Facilities Management Industry.
Job Duties Outlined:
Project Management
Work with the Project Managers to manage and track open and upcoming projects.
Manage project setup process in workday-- verifies projects are set up correctly with all applicable fields populated, updates project phase budgets, ensures customer billing details are populated and may initiate project billing based on FM department policies.
Create work orders in the FM project management system for all project-related transactions (as applicable)
Manage the project closure process to ensure that all accounts payable and billing issues are resolved prior to closing projects in Workday.
Ensures completed projects are closed and deactivated in Workday and reported to Institutional Finance in a timely manner.
Project Tracking and Reporting
Track project expenses against budgets and work collaboratively with project managers on invoice approval, processing change orders, and modifications to existing purchase requisitions/orders.
Provides supplemental and ad-hoc reporting on project budget status and contractor payments to project managers.
Attends monthly project status reviews with project managers to ensure projects are on track and works with the Finance Operations Manager and Director of Finance to resolve any funding issues identified.
Reviews and ensures billing processes for facility management fees on construction projects, internal construction work to other departments are processed in accordance with FM policies.
Provides monthly revenue reports on billable services including billing for facility management fees on construction projects, internal construction work to other departments, and billing for services to auxiliary and external departments (as needed).
Tracks and follows up on accounts receivables by project/ work order and resolves billing and collection disputes with customers in a timely manner.
Assist with project management process improvement initiatives.
Procurement
Enter and process all project-related and unit specific transactions (Purchase requisitions, BPC, Purchase Orders, Invoices) to ensure complete project cost reporting.
Process project-related contract letters, amendments, and change orders.
Prepares and closes out project and sales tax exemption certificates for contractors & vendors.
Maintain records of all contract, billing worksheets, and postings and subcontractor agreements related to projects.
Track purchasing approvals for all ongoing projects and monitor contractor budgets.
Process payment applications for design, engineering, architectural, and construction fees. Processes and tracks contractor/vendor payments through affiliated organizations such as the KUMC Research Institute, KU Endowment Association, and state and federal agencies.
Review, track, and provide reporting on purchase orders to ensure that they are processed accurately, properly assigned to their associated work orders/ projects, and closed timely.
Track Accounts Payable Aging to identify purchase orders/invoices that have been approved but not paid by the Institutional Finance team and work with the Finance team to resolve any discrepancies.
Resolve billing and payment disputes with vendors in a timely manner.
Vendor Management
Manage vendor relationships with on-call contractors and general suppliers and make recommendations for continuous process improvement including:
Provide recommendations on sourcing strategies and process improvement opportunities for assigned units
Ensure expenses are following vendor contract and procurement policies.
Invoices are coded accurately and processed in a timely manner.
Resolve payment disputes with vendors in a timely manner.
Issuance of tax-exempt certificates
Collaborate with purchasing department on:
Contract modifications, re-negotiations, pricing review, amendments, sourcing, etc.
Purchase requisition review and approval to ensure they are in line with purchasing policies
Resolve billing and payment disputes with vendors
Review and close open purchase orders in a timely manner
Administrative
Schedule and organize conferences; manage travel arrangements. Process travel & entertainment Coordination & Expense Reporting
Tracking and reporting of non-PO transactions (e.g. FedEx mailing and invoicing, BluePrint Printing, book orders, etc.) processed through procurement cards
Address inquiries, maintain central files, and an archived filing system that allows for access to dated capital projects. Archive and convert hard copy project files to electronic media
Employee Type:
Regular
Time Type:
Full time
Rate Type:
Salary
Pay Range:
$49,000.00 - $74,000.00
Minimum
$49,000.00
Midpoint
$62,000.00
Maximum
$74,000.00
Application Instructions:
To learn more and apply online, please visit https://kumc.wd5.myworkdayjobs.com/en-US/kumc-jobs/job/Kansas-City-Metro-Area/Project-Operations-Analyst_JR004073 or go to https://careers.kumc.edu/ and search for position number JR004073.
Applications must be submitted directly through the KU Medical Center website to be considered for this position. Any applications submitted via email or this website will NOT be reviewed or considered.
About KU Medical Center:
The University of Kansas Medical Centers mission is to educate exceptional health care professionals through a full range of undergraduate, graduate, professional, postdoctoral and continuing education programs in the schools of Medicine, Nursing and Health Professions. KU Medical Center also advances the health sciences through world-class research programs; provides compassionate and state-of-the-art patient care in an academic medical center environment; and works with communities in every Kansas county to improve the health of Kansans. Learn more at www.kumc.edu .
Benefits:
KUMC offers a range of great benefits that support employees and eligible family members. Our health insurance benefits begin on hire date and KUMC offers other exciting benefits such as paid parental leave, generous employer retirement contributions and other resources to improve health and well-being. For more information, please visit https://www.kumc.edu/human-resources/benefits.html
jeid-c0beaaf9a07b3d4fb1b4faa333988613
Salary : $50,000 - $60,000
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