Business Manager, Department of Pediatrics

  • Children's Hospital of Eastern Ontario
  • Ottawa, ON, Canada
  • Jun 19, 2018
Full time Manager

Job Description

Overall Responsibilities
Administer financial and administrative operations of the Department of Pediatrics and the Department of Pediatrics Associates (DPA) at the Children’s Hospital of Eastern Ontario (CHEO). With support from a junior financial analyst and a project coordinator, this individual will manage financial and administrative aspects of the DPA business, working closely with the Department of Pediatrics Chair/Chief and Finance Committee Chair. The business manager will be responsible for cash-management of multiple source funds and complex financial reporting critical for use in the DPA’s business decision processes. The successful candidate will have a strong understanding of the principles of internal control. Specific activities are detailed below.

Qualifications:
• Police Record Check
• University Graduate in a recognized business program, or equivalent experience
• Direct financial management experience
• Demonstrated computer skills including the Microsoft office suite and QuickBooks computer systems
• Effective communication and interpersonal skills
• Demonstrated ability to interact with third parties and represent the financial interests of the group; ie external accountants, bankers, government officials, etc.

Financial
With support from the junior financial analyst, the Manager is responsible for ensuring fulfillment of key financial responsibilities, including (but not limited to):

I. Reports:
a. Maintain financial and security controls to ensure integrity of the financial accounting and reporting systems
b. Develop and produce other financial/administrative reports as required
c. Prepare working papers for year-end information up to trial balance for external auditors and partners income tax returns
d. Prepare financial operating statements including account analysis and reconciliation (monthly)
e. Prepare and issue part time division operating reports (quarterly)
f. Reformat year-end financial statements to conform to CHAMO’S MOH AFP reporting requirements
g. Prepare and issue T4As
h. Produce accounting reports and income and expenditure statements
i. Draw up the trial balance and the company balance sheet at year end
j. Ensure banking documentation is current and changes to signing authority are processed and submitted

II. Departmental Finance Committee
a. Participate in monthly Finance Committee meetings, presenting budget updates and other relevant information.
b. Together with the Finance Committee Chair, monitor physician billings and provide feedback to ensure optimal capture of clinical activity
c. Maintain relevant Departmental Policies & Procedures documents and monitors needs for revision as needed
d. DPA Partnership Agreement: Assist with amendments as needed.
e. Review aged & delinquent accounts with Finance Committee for approval to send to collection
f. Coordinate applications and nominations to the Finance Committee

III. Operating Budget
a. Coordinate the budget process including data gathering, process review and communications   
b. On a monthly basis, monitor and analyse budget performance to identify and explain significant variances

IV. Book and Record Keeping:
a. Maintain supporting documentation to reference any recorded transaction
b. Maintain past accounting records of the DPA and physician contracts
c. Reconcile monthly bank account statement
d. Record revenues and reconcile Pediatric Scientist Fund account
e. Record accounts payable and receivables for all financial transactions, and review DPA activity and performance
f. Process sales invoices, receipts and returns
g. Prevent, rectify, or report errors made while recording, posting in or balancing any account
h. Oversee cash flow 
i. Prepare daily deposits (cheques / cash) and deposit at TD bank

Physician Issues
The Manager is responsible to ensure appropriate execution of key transactions and interactions with physicians, including:
a. Provide orientation for new physicians, includes registration in benefit program and parking. 
b. Meet with physician to complete and process documentation for Professional Corporations, parental leave, sick leave or academic leaves, and determine payment benefit period
c. Allocation and reconciliation of physician earnings to Professional Corporations and other accounts
d. Process stipend adjustments as approved by Department Chair
e. Coordinate preparation of annual statement of earnings for DPA physician members and contract physicians
 
Administration, Staffing and Human Resources
Direct reports include: staff from the Department of Pediatrics Office (financial analyst, projects coordinator), Medical Education Office and Billing Office
The Manager is responsible for:
• Participating in the development of Departmental Strategies, Goals and Objectives and providing expert advice to the DPA Leadership Team.
• Supporting implementation of the Departmental strategies
• Providing direction, acting as a resource and dealing with human resource & staff issues within the Department of Pediatrics Office, Medical Education Office and Billing Office. These responsibilities include:
o Hiring staff
o Managing staff performance
o Managing attendance 
o Ensuring compliance with health and safety regulations
o Conducting performance appraisals
o Dealing with performance related issues
o Imposing discipline
o Recommending terminations
o Ensuring staff have the required resources to carry out their functions


Internal and External Communications
Relationships within CHEO
• Act as a resource and responds to enquiries from Departmental Chair, Vice-Chair, Finance Committee, staff physicians, contract physicians, fellows, clinical assistants, administrators, managers, financial and administrative staff

Relationships outside of CHEO
• Dean’s office, Faculty of Medicine, University of Ottawa
• Chief Financial Officer and Financial Managers, University of Ottawa
• Business Officers/Managers, University of Ottawa Faculty of Medicine Departments
• DPA Accountants
• DPA Lawyer
• Manager, OGH Medical Associates (Billing)
• Toronto Dominion Bank Manager
• Partners’ lawyers and or accountants

Interested candidates should submit a cover letter of interest and curriculum vitae to jobs@cheo.on.ca.

We thank all applicants for their interest. However, only those invited for an interview will be contacted.

Job Category

Accounting, Manager