Business Coordinator, Ob-Gyn Gynecology (Galveston)

University of Texas Medical Branch (UTMB)•Galveston, TX

About The Position

The Business Coordinator serves as a central administrative and operational resource for the Gynecology Division and provides comprehensive support to division leadership and faculty. The role coordinates administrative, financial, and operational functions in support of the division’s academic, clinical, and research mission. It manages and supports administrative, business management, and staff activities within a process or department, using initiative to ensure continuity of operations. The position supports the Department of Obstetrics and Gynecology, including faculty and program leadership, and performs financial reconciliation, reporting, scheduling backup, travel coordination, and general office administration. The work takes place in a standard office environment and uses basic office equipment. Salary is commensurate with experience.

Requirements

Associate degree or equivalent.
Two years of office-related experience.
Strong problem-solving and critical-thinking abilities.
High level of professionalism and discretion.
Ability to work independently and collaboratively.
Customer service-oriented mindset.
Adaptability in a dynamic academic healthcare environment.

Nice To Haves

Prior experience supporting faculty in a high-volume academic, clinical, or research setting.
Proficiency with institutional systems such as PeopleSoft (e-Pro, expense reports, vouchers, ISC) and Power.
Experience with QGenda scheduling platform, DataMart, Kronos, and Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
Strong organizational and multitasking skills with exceptional attention to detail.
Excellent verbal and written communication skills.

Responsibilities

Provide executive-level administrative support to Gynecology faculty, including the Fellowship Program Director, Residency Program Director, and Associate Residency Program Director.
Manage complex calendars and prioritize strategic initiatives and critical deadlines.
Coordinate, plan, and facilitate in-person and virtual meetings, including preparing agendas, materials, and minutes.
Draft, edit, and proofread correspondence, letters, memoranda, reports, and presentations.
Maintain and update faculty curriculum vitae (CVs).
Answer phones, route calls, and greet visitors.
Maintain organized records and filing systems in compliance with institutional Record Retention policies.
Coordinate domestic and international faculty travel, including logistics, registrations, reimbursements, and adherence to UTMB travel guidelines.
Process invoices, purchase orders, supply requests, and vendor payments.
Liaise with internal departments, including purchasing, facilities, safety, and inventory control, to support operational needs.
Provide backup support for QGenda scheduling by maintaining provider schedules, assisting with updates, and supporting coverage continuity as needed.
Reconcile departmental and faculty accounts by reviewing monthly ledgers, invoices, vouchers, and purchase orders.
Maintain accurate and detailed financial records and tracking reports.
Monitor expenditures, identify variances, and assist with corrective actions.
Prepare financial, statistical, and annual reports to support division leadership and planning initiatives.