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Business Coordinator, Department of BMB

UTMB Health

This is a Full-time position in Galveston, TX posted June 25, 2021.

JOB DESCRIPTION: To manage, coordinate, and directly support the administrative and 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.)

Min Qualifications:

Associate’s degree or equivalent and 2 years of office related experience.

Specific Job Related Duties:

(Financial related tasks)

  • Provides reconciliation of grants and contracts as requested by Principal Investigator.
  • Maintains accurate files which include the monthly overhead adjusting journal vouchers and the indirect cost recovery anaylysis for each grant.
  • Ensures that each expired grant is closed out properly according to the guidelines established with the grant .
  • 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.
  • Analyzes and standardizes procedures for improved efficiencies.
  • Prioritizes daily work assignments.
  • Supports and assists in the cross training of team members.

(Miscellaneous)

  • Adheres to internal controls and reporting structure.
  • Performs related duties as required.

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 VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.

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