Business Office Manager

Business Office Manager

The incumbent is responsible for managing administrative, clerical, and customer service functions, as well as front office billing and accounting services for the Louisiana Animal Disease Diagnostic Laboratory (LSU Diagnostics). This position is responsible for tracking all LSU Diagnostics revenue through the Laboratory Information Management System (LIMS) and preparing monthly, quarterly, and annual financial reports. The role works closely with the Veterinary Medicine (Vet Med) Business Office and other accounting personnel. Additional responsibilities include providing client support, answering phones, entering diagnostic cases into the computer system, and handling, labeling, and processing test specimens from all animal species, including nonhuman primates and humans, as needed. The incumbent must be able to follow standard operating procedures and laboratory protocols in accordance with LSU Diagnostics' quality assurance guidelines and AAVLD accreditation requirements. In addition to a regular work schedule of 8:00am to 5:00pm, this position may require weekend work, split shifts, overtime, holiday coverage, and attendance at scientific meetings or training sessions as necessary. Success in this role requires strong attention to detail and the ability to consistently meet monthly, quarterly, and annual deadlines.

Job Responsibilities:

Oversees daily front office and laboratory business operations to ensure efficient workflow, accurate accessioning, timely case entry into the Laboratory Information Management System (LIMS), and prompt release of diagnostic test reports. Manages office equipment and operational supply inventory in support of laboratory services.

Reviews and verifies client billing for diagnostic testing services and submits quarterly reports for delinquent accounts to state collections. Plans, supervises, and evaluates diagnostic billing and collection activities; develops strategies to improve cash collections, documentation accuracy, and laboratory revenue performance; establishes service revenue targets and monitors progress.

Oversees reconciliation of payments received for diagnostic services, including checks, cash, and credit card transactions, with daily credit report review and issue resolution. Coordinates with the Vet Med Business Office on deposits, accounts receivable reporting, and transmittals to the Bursar's Office. Prepares internal GLS transactions for laboratory services provided to LSU and Veterinary School departments. Reviews accessions, client charges, and case records for accuracy and ensures compliance with laboratory Standard Operating Procedures (SOPs), quality assurance guidelines, and accreditation requirements.

Generates and analyzes monthly, quarterly, and annual revenue reports for Louisiana Animal Disease Diagnostic Laboratory and Vet Med leadership, including the Dean and CFO, using LIMS and other reporting tools. Develops dashboards and financial summaries to identify testing volume trends, section revenue performance, and opportunities to improve laboratory operations and billing processes.

Performs reconciliations, researches discrepancies related to diagnostic revenue, and supports laboratory budget planning and forecasting. Provides guidance to LSU Diagnostics personnel regarding accounting procedures, purchasing processes, and financial documentation for laboratory operations. Coordinates with the Vet Med Business Office Cost Center Manager to ensure accurate reporting and compliance with university fiscal policies.

Serves as one of the primary points of contact for clients, assesses their needs, and directs inquiries to the appropriate department or personnel. Clients include, but are not limited to, veterinary clinics, LSU departments, and budgetary programs. Tracks diagnostic cases electronically in order to respond to client inquiries, provide status updates, resolve issues, and ensure timely communication. Maintains medical records through accurate recording, indexing, filing, and retention practices in accordance with applicable procedures. Provides exceptional customer service to LSU Diagnostics clients and collaborates with faculty, staff, and pathology residents to retain existing clients and support efforts to attract new business.

Provides backup coverage for team members as needed, including managing and maintaining medical records within the Laboratory Information Management System (LIMS). Receives, reports, and enters results from referral laboratories and designated LSU Diagnostic sections into the appropriate systems.

Minimum Qualifications: Bachelor's degree; and 3 years of related experience.

LSU values skills, experience, and expertise. Candidates who have relevant experience in key job responsibilities are encouraged to apply— a degree is not required as long as the candidate meets the required years of experience specified in the job description.

Preferred Qualifications: Master's degree in a related field; and 1+ year of experience working in a diagnostic laboratory and working with a laboratory information systems.

Special and Physical Qualifications: Requires standing, sitting, walking, bending, reaching (above shoulder), reaching (below shoulder), vision (near sight), vision (far sight), crawling, twisting, pushing/pulling, climbing, squatting, lifting more than 50 pounds, and lifting less than 50 pounds.

Emergency Essential Personnel - This position may be required to report to campus in times of emergency and/or closure per PS-18.

Cash Handling - This position has access to/directly handles cash. Financial history/credit check required per FASOP HR-04