Business Coordinator, Ob-Gyn Gynecology (Galveston)

UTMB Health•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. This highly visible, fast-paced role coordinates administrative, financial, and operational functions in support of the division’s academic, clinical, and research mission. The position manages, coordinates, and directly supports administrative, business management, and staff activities within a process or department, using initiative to maintain operational continuity.

Requirements

Associate degree or equivalent.
Two years of office-related experience.
Strong problem-solving and critical-thinking abilities.
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, and ISC) and Power.
Experience with QGenda, DataMart, Kronos, and Microsoft Office Suite (Excel, Word, PowerPoint, and 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, prioritizing strategic initiatives and critical deadlines.
Coordinate, plan, and facilitate in-person and virtual meetings, including preparing agendas and materials and recording minutes.
Draft, edit, and proofread correspondence, letters, memoranda, reports, and presentations.
Maintain and update faculty curriculum vitae.
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 compliance with 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 QGenda scheduling support by maintaining provider schedules, assisting with updates, and ensuring coverage continuity as needed.
Reconcile departmental and faculty accounts by reviewing monthly ledgers, invoices, vouchers, and purchase orders.
Maintain accurate, 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.