Business Coordinator, Obstetrics and Gynecology Maternal Fetal Medicine

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

11d

About The Position

The Business Coordinator serves as a central administrative and operational resource for the Maternal Fetal Medicine (MFM) Division. This highly visible and fast-paced role provides comprehensive support to division leadership and faculty, ensuring efficient coordination of administrative, financial, and operational functions. The position requires exceptional organizational, financial, and communication skills to support the division’s academic, clinical, and research mission.

Requirements

Associates degree or equivalent and 2 years of office related experience.
Strong organizational and multitasking skills with exceptional attention to detail.
Excellent verbal and written communication skills.
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 strongly preferred.
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).

Responsibilities

Provide executive-level administrative support to MFM faculty, including the Fellowship Program Director, Residency Program Director, and Associate Residency Program Director.
Manage complex calendars, prioritizing strategic initiatives and critical deadlines.
Coordinate, plan, and facilitate meetings (in-person and virtual via Teams/Zoom), including preparation of agendas, materials, and minutes.
Draft, edit, and proofread correspondence, letters, memoranda, reports, and presentations.
Maintain and update faculty curriculum vitae (CVs).
Perform front-facing administrative duties, including answering phones, routing calls, and greeting visitors.
Maintain organized records and filing systems in compliance with institutional Record Retention policies.
Coordinate domestic and international travel for faculty, including logistics, registrations, reimbursements, and adherence to UTMB travel guidelines.
Process invoices, purchase orders (POs), supply requests, and vendor payments.
Serve as liaison with internal departments (e.g., purchasing, facilities, safety, and inventory control) to support operational needs.
Provide backup support for QGenda scheduling, including maintaining provider schedules, assisting with updates, and ensuring coverage continuity as needed.
Reconcile departmental and faculty accounts through review of 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.