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Foundation Business Manager - 11517

Philadelphia, PA, US, 19104

Job Type: 

LOC_1300_MKT-Wanamaker Building Req ID: 82554

Shift: Days

Employment Status: Regular - Full Time 

Job Summary

<span style="font-family:"Arial",sans-serif">The Foundation Business Manager serves as the business leader for the department, exercising strong communications, collaboration, and customer service skills in order to oversee, monitor, facilitate, and troubleshoot contract and vendor management, department expenses, and the budgeting process.  This role will also oversee a number of operational functions serving a fast-paced Development department, including managing relations with CHOP Facilities and the Wanamaker building, and general office management including the front desk. The Business Manager works closely with Foundation stakeholders while serving as primary source of contact with hospital Supply Chain and Finance. The position has primary responsibility for coordinating processes to create, adhere to and reconcile an operating budget of over $10 million. The Business Manager reports to the Senior Director, Development Business Operations.

<span style="font-family:"Arial",sans-serif">#FoundationCareers

Job Responsibilities

Oversee Departmental Contract Processes

  • Establish and maintain best practice processes for departmental compliance with Supply Chain, Legal, Risk and Insurance, and Accounts payable.  Work closely with Development department peers to ensure that staff are aware of, trained on, and compliant with these processes.
  • Serve as lead to establish system of pre-event business meetings with Supply Chain and department stakeholders (event managers, project leads) to ensure that all parties understand scope of business needs before vendors are approached or selected.
  • Drive process internally for Master Services Agreements, SOWs, POs, contracts, work for hire agreements, etc.
  • Continually monitor terms and deliverables of all current and proposed contracts, ensuring staff and AP are aware of installments, payment due dates, and terms.  Maintain tracking system for status and deadlines to provide self-service updates for stakeholders.
  • Under leadership of AVP, Development Services, participate in discussions with department teams as new RFPs for projects develop; provide guidance around rules and processes, and take over responsibility when agreements go to contract.
  • Work closely with Supply Chain’s Contracts and Acquisitions team to ensure that deadlines are met and information requests are understood and completed.  Serve as subject matter expert and interpreter of business terms for Development staff, while also advocating for department’s needs.

 

Oversee Department’s Vendor and Accounts Payable Processes

Provide overall support for Department expenses through direct report:

  • Oversee purchase order lifecycle coordination: secure required vendor credentials, submit vendor invoices and ensure processing
  • Investigate and resolve outstanding issues:  follow up, investigate root cause, work with other CHOP departments; quantify issues and address with vendors or appropriate department contact
  • Review and reconcile vendor invoices, purchase requests, chargebacks and accruals
  • Serve as research or communication liaison with Accounts Payable
  • Perform monthly audit of invoices in OnBase system, ensuring all are handled in timely fashion, and troubleshooting and problem solving as necessary. 
  • Handle vendor inquiries regarding process, information required, etc.
Job Responsibilities (Continued)

Manage and Support Budget Processes:

  • Working with Finance Business Unit Manager, AVP Development Services, and program directors, facilitate and drive annual budget process.
  • Working with Finance Business Manager, schedule and attend quarterly review meetings with program directors.
  • Working with Finance Accountant, meet monthly to review accruals and variances from budget
  • Oversee fiscal year-end accrual process
  • Assist AVP, Development Services with overall management and tracking of the department budget, including providing reports to department leadership

 

<span style="font-family:"Arial",sans-serif">Supervise Business Operations team

  • <span style="font-family:"Arial",sans-serif">Provide supervision, mentoring, and career management for Office Coordinator and Office Administrators.
  • <span style="font-family:"Arial",sans-serif">Through direct reports, manage facilities, office space and reception desk.

 

<span style="font-family:"Times New Roman",serif"><span style="font-family:"Arial",sans-serif">Other

  • <span style="font-family:"Arial",sans-serif">Serve as Timekeeper for the department.
  • <span style="font-family:"Arial",sans-serif">Supervise one staff responsible for invoice maintenance in the financial system, vendor maintenance, and other duties as this new position develops.
  • <span style="font-family:"Arial",sans-serif">Oversee annual charitable registration process for all required states.
  • <span style="font-family:"Arial",sans-serif">Coordinates and participates in projects, programs, initiatives, committees, task forces, etc. in whole or part as needed.
Required Education and Experience

Bachelor’s degree

Seven (7) years’ experience in fundraising operations, finance, or accounting

Preferred Education, Experience & Cert/Lic

Preferred Education: MBA

 

Preferred Experience:

Seven (7) year’s progressive experience facilitating business and financial needs in the non-profit industry

Supervisory experience

Additional Technical Requirements
  • Strong technical ability required -- must have previous experience with financial and expense tracking software, and the ability to quickly learn new products.
  • Ability to work independently, meet specific goals and objectives; proven ability to prioritize
  • Intermediate level Excel
  • Working knowledge of other Microsoft Office Products
  • Experience training or assisting co-workers preferred
  • Strong interpersonal, leadership, problem solving and communication skills along with the initiative to improve processes.
  • A sincere appreciation for people and how they are each uniquely motivated.
  • Poised and engaging, empathetic communications style based on natural warmth and enthusiasm.
  • Fast-paced and results oriented with the ability to work in a timely manner with multiple deadlines and competing requirements.
  • Strong written, presentation, verbal, organizational, and interpersonal skills; demonstrated ability to relate well to individuals from diverse backgrounds.
  • Demonstration of good judgement, professionalism and the highest standards of ethical conduct.

All CHOP employees who work in a patient building or who provide patient care are required to receive an annual influenza vaccine unless they are granted a medical or religious exemption.

Children's Hospital of Philadelphia is committed to providing a safe and healthy environment for its patients, family members, visitors and employees. In an effort to achieve this goal, employment at Children's Hospital of Philadelphia, other than for positions with regularly scheduled hours in New Jersey, is contingent upon an attestation that the job applicant does not use tobacco products.

Children's Hospital of Philadelphia is an equal opportunity employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, age, religion, national or ethnic origin, disability or protected veteran status.

VEVRAA Federal Contractor/Seeking priority referrals for protected veterans.  Please contact our hiring official with any referrals or questions.

CHOP Careers Contact 

Talent Acquisition

2716 South Street, 6th Floor

Philadelphia, PA 19146 

 

 

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