WHAT DOES A BUSINESS SUPPORT SPECIALIST DO?
The Business Support Specialist coordinates the handling of resource requests, staffs resources efficiently, and manages compliance and quality as the owner and searcher. This role involves supporting internal projects as a subject matter expert, leading dedicated work streams in program coordination, and aligning with stakeholders while managing utilization, forecasting, and budgeting reports. Additionally, the specialist ensures knowledge management within the community and contributes to the creation of global guidelines and frameworks.
A Review of Professional Skills and Functions for Business Support Specialist
1. Business Support Specialist Duties
- Referral Coordination: Receive home health referrals by phone, fax, or in person.
- Operations Management: Ensure smooth intake operations and data gathering for all referrals.
- Scheduling Coordination: Schedule initial assessments and home health admissions.
- Patient-Clinician Matching: Coordinate admission visits with clinicians, matching patient needs with clinician talents, location, and availability.
- Documentation Screening: Screen admission and referral paperwork for appropriate face-to-face documentation, and obtain if not present.
- Insurance Verification: Complete insurance eligibility checks.
- Authorization Management: Request, track, and manage insurance authorizations.
- EMR Orders Management: Complete orders management within the EMR.
- Clerical Support: Provide telephone and clerical support to management and other staff members as requested.
- Crisis Management: Ability to handle stressful and delicate situations with tact, diplomacy, and attention to importance.
- Communication Skills: Ability to communicate effectively with a multidisciplinary team of clinicians, clerical staff, management, patients/families, and referral sources.
- Instruction Compliance: Ability to follow instructions from the physician, nursing supervisor, and other professional staff.
- Documentation Assistance: Ability to assist with completing patient admission documentation.
2. Business Support Specialist Details
- Business Support Coordination: Ensure and coordinate adequate business support in all IPS offices through a team of other Business Support Specialists.
- Facility Management: Manage office and facility in HQ in Pullach.
- Fleet Management: Coordinate and organize company car fleet.
- Travel Management: Manage and coordinate business travel.
- Onboarding Support: Welcome and onboard new members of staff.
- Executive Support: Coordinate CEO diary and provide administrative support.
- HR Coordination: Coordinate HR administration and act as a point of contact for all employees working in or visiting the German office.
- Administrative Support: Provide administrative support to Finance and Sales teams.
- Numerical Proficiency: Understanding of numbers and willingness to learn and perform.
- Student Evaluations Management: Establishes mid-term and end-of-term student course evaluations.
- Testing Management: Manages all proctored online testing information.
- Form Completion: Completes forms and submission through Cherwell.
3. Business Support Specialist Responsibilities
- Resource Handling: Ensure and execute the process of handling resource requests.
- Resource Staffing: Search and staff resources with a high level of efficiency, quality, compliance, and discipline.
- Role Ownership: Serve as request owner, role owner, and searching party; check completeness.
- Candidate Validation: Validate requests, conduct 3rd party searches, identify and propose candidates according to staffing processes, help on escalations.
- Process Expert: Support internal projects/activities as an experienced subject matter expert in a process area.
- Work Stream Coordination: Elaborate and coordinate dedicated work streams as part of a program; lead one or more work streams.
- Stakeholder Alignment: Perform alignment with stakeholders.
- Management Reporting: Management reporting, including reporting based on Utilization, Forecast, and Budgeting.
- Knowledge Management: Ensure that regular community knowledge management activities are met.
- Community Leadership: Act as lead for communities or other social media found within the SAP Employee Network.
- Global Guidelines Development: Support and sometimes create the definition of global as guidelines, frameworks, processes.
4. Business Support Specialist Job Summary
- Administrative Support: Provide direct administrative support to a team of Volvo automotive technical instructors and technical recruiters.
- Project Purchase Tracking: Track and submit project purchase requests.
- Invoice Management: Track and submit client invoices for approval and payment.
- Project Administration Assistance: Assist the Project Manager with preparing and maintaining administrative records, budgetary estimates, and project status reports.
- Communications Management: Prepare and transmit Volvo Car communications to dealers regarding the status of training, trainee assessments, and trainee administration (e.g., lodging, meals, transportation, student requirements, etc.).
- Attendance Assessment: Assess weekly attendance numbers for the Volvo Training Center(s) and communicate with the food vendor to ensure proper delivery of food services.
- Corporate Coordination: Coordinate with CALIBRE Corporate Staff for support in the form of additional administrative and graphics.
- Logistics and Procurement Support: Handle shipping and receiving, promotional items ordering, storage and accountability, contracts and procurement, payroll and accounting support.
- Veteran Enrollment Tracking: Track dealership enrollment of hired Veterans into Volvo Redware LMT and provide enrollment statistics to the Project Manager weekly.
- eLearning Tracking: Track completion of mandatory eLearning.
5. Business Support Specialist Accountabilities
- Financial Reimbursement Support: Assisting financial manager with the reimbursement of schools while updating Excel spreadsheets.
- Fiscal Department Liaison: Main point of contact for the university’s fiscal department with any discrepancies listed.
- Process Improvement Development: Developing new processes through Excel and Google to improve accuracy and efficiencies.
- Financial Record Keeping: Reviewing time cards, performing journal entries, JED (Job Earnings Distribution) changes and filling out ePAF forms for employment status.
- Budget Management Assistance: Assisting financial manager with updating budgets before and during the grant year.
- Expense and Revenue Tracking: Developing more efficient and accurate tracking of expenses and revenue throughout the life of the grant.
- Financial Forecasting: Forecasting revenue and profit margins for developing products and services. Working within other departments to create spreadsheets for grant financials.
- Purchasing and Billing Management: Purchasing and billing for new orders and any equipment or resources needed.
- Independent Working Capability: Ability to work with minimal supervision.
- Confidentiality Maintenance: Maintain confidentiality of information relating to patients and Haven Healthcare.
6. Business Support Specialist Functions
- Resource Management Support: Provide resource management support and coordination of functional workload planners.
- Utilization Monitoring: Monitor functional utilization reports.
- Metric Reporting: Prepare functional overhead metric reports.
- Training Coordination: Coordinate and maintain training requirements.
- Competency Maintenance: Maintain competency records and authorizations.
- Information Management: Act as focal for records and information management and maintain internal functional web pages and libraries.
- Change Board Support: Provide support to functional change board meeting and activities.
- Governance Support: Provide support to functional governance tasks and activities.
- Training Support: Support functional training.
- Project Support: Provide support to function projects and activities as deemed suitable by manager.
- Meeting Facilitation: Provide support to functional meetings, facilitating meetings and pack preparation.
- Equipment Operation: Operate office equipment such as a calculator, copy and facsimile machines, or personal computer.
- Document Verification: Check documents for accuracy and completeness, verify information, and prepare forms.
- Data Management: Gather, tabulate, and post information and/or records.
7. Business Support Specialist Job Description
- Persuasive Interaction: Interacting with people and having the ability to be persuasive
- Data-Driven Decision Making: Able to consume and make decisions with data
- Medicare Compliance Design: Collaborate with Ops compliance leadership to design and develop Medicare compliance oversight
- Compliance Monitoring and Evaluation: Monitoring and evaluation programs to ensure the entire Medicare organization is compliant with all applicable state and federal laws and regulations
- Compliance Data Analysis: Research, analyze, validate, and gather business process data to assess the effectiveness of the controls to ensure compliance and identify trends
- Compliance Improvement Recommendation: Recommend improvements to ensure compliance
- Compliance Issue Reporting: Track, measure, and report any identified compliance issues to Medicare leadership
- Compliance Resolution Oversight: Oversee the issues and work back with compliance champions for short-term and long-term resolution
- Compliance Consultation: Consult with senior business area leaders and subject matter experts on corrective action plans to improve compliance metrics and audit findings, as required
- Compliance Communication: Communicate KPI and audit results monthly to both Business, Ethics, Integrity, and Compliance (BEIC) and the company Medicare leadership
- Operational Improvement Analysis: Analyze dashboard metrics, business area reports, and audit results to identify and make recommendations for operational improvements and/or corrective action measures
- Compliance Dashboard Development: Develop compliance dashboards, monitor, and communicate results to applicable senior business area leaders and compliance leadership
- Compliance Requirements Definition: Consult with business areas on new projects and define compliance requirements
- Risk and Opportunity Identification: Identify existing organizational or operational compliance risks and opportunities
- Compliance Action Implementation: Work with business area leadership and subject matter experts to implement improvement and/or corrective action measures, and monitor ongoing compliance
8. Business Support Specialist Overview
- Resource Management Support: Provide resource management support and coordination of functional workload planners.
- Utilization Monitoring: Monitor functional utilization reports.
- Metric Reporting: Prepare functional overhead metric reports.
- Training Coordination: Coordinate and maintain training requirements.
- Competency Maintenance: Maintain competency records and authorizations.
- Information Management: Act as focal for records and information management and maintain internal functional web pages and libraries.
- Change Board Support: Provide support to functional change board meeting and activities.
- Governance Support: Provide support to functional governance tasks and activities.
- Training Support: Support functional training.
- Project Support: Provide support to function projects and activities as deemed suitable by manager.
- Meeting Facilitation: Provide support to functional meetings, facilitating meetings and pack preparation.
- Equipment Operation: Operate office equipment such as a calculator, copy and facsimile machines, or personal computer.
- Document Verification: Check documents for accuracy and completeness, verify information, and prepare forms.
- Data Management: Gather, tabulate, and post information and/or records.
9. Business Support Specialist Details and Accountabilities
- Executive Support & Documentation: Research and prepare executive briefs, presentations and data, minutes of meeting, and follow up on actions and correspondence for executive needs.
- Confidential Information Management: Handle confidential information in accordance with company data protection policy.
- Event Planning & Coordination: Plan, organize, and implement VP's office activities such as team meetings, team building activities, or special projects.
- Employee Engagement & Events Management: Drive Employee Engagement Teams and Events Specialist to deliver memorable events that engage employees and foster a culture of innovation across the team.
- Strategic Communications Planning: Develop and manage a strategic communications plan for the Southeast Asia market unit to effectively communicate internally and externally key business objectives and drive employee engagement.
- Social Media Management: Manage social media platforms such as LinkedIn and Twitter, including post content creation.
- Corporate Communications Integration: Collaborate with regional and global communications to integrate and align corporate and global business unit messaging and priorities.
- Leadership Communications Management: Manage senior leader's communications, including the development of leadership speeches, messages, videos, LinkedIn posts, and external engagements.
- Meeting & Event Execution: Plan and execute market unit all-hands, leadership meetings, enablement sessions, and employee events.
- Internal & Change Management Communications: Drive internal and change management communications across multiple channels (email announcements, SharePoint, MS Team, newsletter, coffee corner, sounding board, ask-the-leader sessions, etc.) to bring business strategy and updates to all staff.
- Customer Storytelling Development: Support the development of customer references and storytelling.
10. Business Support Specialist Tasks
- Communication Coordination: Communicates with all administrative and faculty members to provide updates, deadlines for course development, changes in delivery, new Canvas applications, testing guidelines, and other pertinent information from support services such as Course Design and Technology and UM Office of eLearning.
- Academic Collaboration Assistance: Assists program director with drafting and editing articulation agreements in collaboration with community colleges that offer associate-level vet tech education.
- Academic Performance Calculation: Calculates GPAs of student applicants.
- Student Enrollment Support: Communicates with students and provides permission numbers for enrollment BSVT courses.
- Course Review: Reviews all courses each semester prior to course opening for accurate dates, testing information, syllabus information, and information required by MU undergraduate and graduate programs.
- Educational Data Management: Updates all instructor, course, and student enrollment information in myZou.
- Educational Technology Management: Requests all Canvas course sites prior to each semester.
- Student and Instructor Support: Provides first point of contact for students and instructors with difficulties accessing or using Canvas course stuff.
- Continuing Education Management: Tracks, updates, and submits new applications & payments for courses that provide credit through the American Association of Veterinary State Board’s Registry of Approved Continuing Education.
- Supervisory Management: Supervises up to 2 student workers, tracks tasks, and communicates between workers and faculty.
- Website Accuracy Assurance: Checks all program websites prior to each semester for accuracy and current information.
- Learning Management System Assistance: Assists instructors in inputting materials into Canvas course sites.