Job Description

The Immunogenetics and Transplantation Laboratory (IGT) of the Rogosin Institute (RI) is an independent not-for-profit laboratory that provides services to seven (6) solid organ transplant programs, one (1) Organ Procurement Organization (OPO), and three (3) blood banking centers and facilitates over 1300 transplants annually, including kidney, pancreas, liver, heart, lung, and intestinal transplants.

We seek a dynamic and experienced Administrative Director for IGT. This position will oversee the laboratory's day-to-day administrative and fiscal operations per federal and state regulatory agencies and with the policies and procedures of the RI.

Job duties include but are not limited to:

STAFF

• Handles all staff relation issues with the IGT Directors, Manager, Supervisor, and HR Director

• Responsible for addressing staff, vendor, and client complaints in collaboration with IGT Directors, Managers, Supervisors, and HR Director

• Works with HR Director to recruit new members, extend job offers, and maintain hiring, training, and employee evaluation records of all new personnel.

• Initiates salary reviews and increases with the HR Director in consultation with the IGT Directors.

• Responsible for maintaining staff performance review records, including adherence to laboratory policies, and communicating them to the HR Director.

• Responsible for keeping up-to-date licensure and CVs for staff

• Initiates all laboratory licensure for new employees

• Responsible for all monitoring and maintaining records for staff CME credits

• Accountable for implementing required NY State staff guidelines.

• Responsible for the supervision of clerical staff

• Prepares all IGT Job Descriptions

TIMEKEEPING & PAYROLL

• Responsible for maintaining laboratory payroll through Automatic Data Processing (ADP)

• Responsible for tracking and entering supplemental income related to on-call work and travel time, reimbursement for work, and Continuing Medical Education (CME) related expenses

• Accountable for keeping PTO records, attendance, and lateness logs

• Approves biweekly pay for staff per Rogosin schedule

MEDICARE

• Responsible for the coordination and filing of the annual Medicare cost report and audit

• Works closely with the RI Accounting Department and Medicare Consultant to report monthly revenue and testing volume changes to the Laboratory Directors.

• In consultation with the Laboratory Directors, participates in the analysis of charge structure for IGT.

• Initiates changes to charge schedule with Medicare Intermediary

• Ensures the laboratory is up to date with new Medicare regulations pertinent to administration

FINANCE

• Responsible for all aspects of fiscal planning for IGT

• Responsible for laboratory accounts receivable and accounts payable

• Responsible and accountable for all check writing through QuickBooks and wire transfers via Bank

• Responsible for monthly account reconciliation with the IGT Accountant

• Accountable for all quarterly adjustment entries

• In conjunction with the IGT accountant, the administrative staff works with the Medicare consultant to prepare quarterly IGT financial reports.

• Meets with the IGT Directors and the Medicare Consultant to review laboratory finances quarterly.

• Collaborates with the RI President, Finance Director, and CFO regarding IGT finances and prepares timely financial statements for annual audit preparation.

• Reviews and plans all IGT budgets.

• In consultation with the Lab Directors, approve all IGT equipment and reagent purchase orders.

BILLING

• Responsible for monthly billing for all IGT-supported transplant programs

• Daily, compiles and reviews testing log entries for accuracy and reviews requisitions weekly in preparation for accurate monthly billing

• Reconciles all billing/revenue monthly

• Maintains monthly statistics for finance reports and Medicare Consultant

• Collaborates with Financial Officers of IGT-supported transplant programs

• Works with HistoTrac and IT personnel for changes in the billing database

ADDITIONAL RESPONSIBILITIES

• Responsible for overall laboratory orderliness and cleanliness

• Participates in IGT Policy Development and Review

• Participates in weekly IGT QA/QI Meeting

• Responsible for keeping accurate minutes for laboratory meetings

• Prepares Quarterly On-Call Schedule

• Responsible for all general construction and laboratory structure changes

• Collaborates with Payson House Building Manager and building staff to ensure proper vendor status and insurance for IGT projects

• Participates in laboratory inspections, ASHI, CAP, and New York State; provides up-to-date relevant laboratory and staffing documentation

• Acquires or leases all laboratory equipment and initiates subsequent maintenance contracts

• Monitors maintenance contracts of instruments and equipment

• Prepares all Joint Agreements for Participating Center Programs

• Prepares Business Associate Agreements between IGT and required IGT vendors with the Rogosin Institute's HIPAA Compliance Officer.

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