Business Coordinator, Orthopaedic Surgery (hybrid)

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

7h•Hybrid

About The Position

To manage, coordinate, and directly support the administrative, business management, and/or staff activities within a process/department.

Requirements

Associates degree or equivalent
2 years of office related experience

Responsibilities

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.
Assists the process’ accounts receivable and posting revenues.
Maintains detailed reports and records of accounting data.
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.
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.
Develops area/process office record keeping systems.
Works in tandem with other coordinators and administrative support staff in the department filling in and covering other departmental areas daily.
Assists in scheduling of meetings using Outlook calendar, the preparation of agendas, reserves room, send meeting reminders.
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.
Answers phones and responds to correspondence; refer University and external personnel to the appropriate source for information as necessary ensuring effective communication in a timely manner.
Coordinates and ensures annual faculty CV’s are up to date and in the approved UTMB format.
Maintain the faculty leave schedule by ensuring appropriate documentation is submitted and approved by the chair; included is the ensuring that the clinics are blocked accordingly to Institutional and Departmental policy and that other internal customers are notified.
Interacts with customers toward effective problem resolution and assists with questions regarding policies, procedures, and operations of the process or area.
Coordinates and processes employee travel arrangements, and reimbursements, as well as non-PO vouchers and internal billing requests, ensuring compliance with current UTMB guidelines.
Responsible for administrative support tasks at the executive level.
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.
Assists in the development of area policies and procedures ensuring compliance with applicable rules and regulations.
Initiates improvements in work process/environment.
Prioritizes daily work assignments.
Supports and assists in the cross training of team members.
Adheres to internal controls and reporting structure.
Performs related duties as required.