Business Coordinator, Internal Medicine-Administration
- Galveston, Texas, United States
- Clerical & Administrative Support UTMB Health Requisition # 2602322
Minimum Qualifications:
- + Associates degree or equivalent and 2 years of office related experience.
- Preferred Qualifications
- + Ability to multitask across diverse and complex functional areas while exercising a high level of autonomy and sound judgment.
+ Demonstrated ability to work effectively in a team-oriented environment. + Experience in an academic medicine or clinical setting preferred. + Proficiency in Microsoft Office applications. + Experience with scheduling, timekeeping, and clinical/education systems (e.g., Qgenda, Kronos, Epic) preferred. + Working knowledge of basic financial processes, including expense monitoring and supporting adherence to departmental budgets, preferred. + Excellent verbal, written, organizational, and interpersonal skills.
Job Description:
- To manage, coordinate, and directly support the administrative, business management, and/or staff activities within a process/department. (Ability to perform tasks and responsibilities on own initiative ensuring process and operational continuity of various administrative and business management activities.)
Job Duties:
- (Financial related tasks)
- + Serves as Accountable Property Officer for the Process/Department maintaining property accounting records including the acquisition of new or disposal of obsolete equipment and conducts annual physical inventory of capital equipment.
+ Assists in the development of Process budget. + Monitors current status of the Process budget including income and expenditures. + Reconciles Process accounts comparing entries on ledgers with invoices, journal vouchers, and purchase orders to verify accuracy of posting and receipt of payment for services provided by the Process. + Identifies variances in expenditures and reports to customers as appropriate. + Coordinates the process' accounts receivable and posting revenues. + Maintains detailed reports and records of accounting data. + Assists in the preparation of detailed financial, statistical, and annual reports. + Assists in the preparation of comparative analysis reports and statements reflecting variations in the expenditures and revenues. + Assists in conducting cost studies regarding the process' charge structure/billing system. + Coordinates and processes employee travel arrangements and reimbursements ensuring compliance with current UTMB Travel Guidelines. + Process requisitions for routine, non-routine, and capital equipment purchases in accordance with current UTMB procurement rules and guidelines. + Coordinates and processes employee business expense reimbursements ensuring compliance with current UTMB policies and procedures.
- (Software related tasks)
- + Types finished copies of correspondence and reports from speedwriting or shorthand notes, Dictaphone machine, or rough drafts.
Types routine, complex, and/or confidential documents utilizing a typewriter, word processor, or specialized computer software package (e.g., presentations, flow charts, etc.) + Composes correspondence and memorandums in appropriate business letter format. + Proofreads all completed assignments for grammar, format, and structure. + Creates, maintains, and manipulates databases and spreadsheets. + Initiates action plans to develop skills and knowledge to stay current with evolving office technologies & work demands.
- (Clerical tasks - filing, scheduling, reporting, etc.)
- + Develops area/process office record keeping systems.
+ Compiles data for necessary reports and develops reports that are user friendly. + Schedules, coordinates, and organizes appointments, meetings, and rooms. + Coordinates meeting notifications and prepares agendas. + Files process/area records, reports, correspondence, and other documents maintaining files in accordance with the current Record Retention Schedule. + Performs miscellaneous clerical tasks, such as making copies, filing, faxing information, and maintaining area bulletin boards. + Sorts, stamps, and distributes incoming mail and prepares outgoing mail. + Serves as liaison with other Processes/Departments and agencies regarding inventory control, building services, equipment and maintenance repair, purchasing, safety, and other administrative matters.
- (Customer Service)
- + Interacts with customers toward effective problem resolution and assists with questions regarding policies, procedures, and operations of the process or area.
+ Responsible for administrative support tasks at the executive level. + Ensure smooth and seamless service in the executive office, managing day-to-day activities. + Ability to think independently and make decisions as necessary. + May interface with leadership at UT Components, city, and/or state government agencies or outside vendors. Coordinates personnel matters, including the coordination of the hiring, separation, and evaluation processes, with Human Resources ensuring compliance with current policies, procedures, and practices. + Processes and monitors status of personnel action forms such as promotions, transfers, and disciplinary action including record maintenance. + Key Control Officer for the Process/Department. + Provides new and existing staff with Process orientation of Performance Management Program, Personal Development Program, and the interpretation of Human Resources policies and procedures. + Coordinates and enters employee time and attendance utilizing on-line reporting system verifying the correctness and completeness of data entered. + Verifies and reconciles payroll issues and distributes employee payroll. + Assists in the development of area policies and procedures ensuring compliance with applicable rules and regulations. + Serves as departmental liaison with Human Resources in regards to employee disciplinary and grievance issues.
- (Miscellaneous)
- + Initiates improvements in work process/environment.
+ Analyzes and standardizes procedures for improved efficiencies. + Prioritizes daily work assignments. + Contributes ideas and suggestions for improvement + s to the process. + Supports and assists in the cross training of team members. + Good overall knowledge of Non-Exempt Administrative Support role skills. + Adheres to internal controls and reporting structure. Performs related duties as required.
EQUIPMENT
- Basic office equipment
WORKING ENVIRONMENT
- : Standard office environment
Salary Range:
- Commensurate with experience
- Equal Employment Opportunity
- UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law.
As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities. Compensation
