Sr. Business Coordinator, Surgery-Administration

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

About The Position

To manage, coordinate, and directly support the administrative, business management, and/or staff activities within the Department of Surgery. The Business Coordinator serves as a central point of contact to ensure efficient and effective administrative operations across multiple divisions in the Department of Surgery. This position delivers advanced administrative and operational support and is responsible for a broad range of functions. Key job functions include: Manages the departmental inventory, ensuring proper inventory tracking processes are followed and annual asset inventory deadlines are observed, focusing on Surgery and serves as backup for other areas. Serves as the Departmental TR and KCO for Surgery, ensuring requests are submitted in a timely manner and serves as backup for other areas. Submits pager and long-distance code requests as needed/requested for Surgery and serves as backup for other areas. Acts as the liaison between Surgery and FOAM, ensuring maintenance requests are submitted in a timely manner and serves as backup for other areas. Submits the annual space surveys on behalf of Surgery and serves as backup for other areas. Acts as the liaison between Surgery and IS, ensuring computer requests are submitted and follows up to ensure completion and serves as backup for other areas. Processes exit checklists for employee departures in Surgery, ensuring UTMB equipment is returned, and proper checklist processes are followed and serves as backup for other areas. Assists with office moves and setting up offices for new employees in Surgery and serves as backup for other areas. Responsible for KRONOS Timekeeping and reconciliation for supported division(s). Process exit checklists for employee departures, ensuring UTMB equipment is returned, and proper processes are followed. Schedules, coordinates, and organizes appointments, meetings, and rooms. Processes PO and non-PO invoices, facilitates procurement of supplies and equipment, and ensures timely payment to vendors for goods and services. Arranges travel for assigned faculty and staff including obtaining prior approvals, travel authorizations, conference registration, flights, hotel, mileage, per diem and all pre- and post- travel reimbursements and accommodations. Performs a variety of clerical and administrative tasks, including copying, filing, processing and routing incoming and outgoing faxes. Serves as a liaison with internal departments and external agencies on inventory control, building services, equipment and maintenance, purchasing, safety, and other administrative matters. Oversees the division(s)’ Record Retention program, ensuring compliance with all applicable policies and procedures. Responsible for executing with minimal direction, administrative duties at the highest level while exercising considerable discretion and judgment. Performs related duties as required.

Requirements

Bachelors degree or equivalent and 2 years of office related experience.

Nice To Haves

Self-Starter with the ability to work autonomously.
Incumbent must demonstrate the ability to work with all levels of management, faculty, and staff.
Experience working effectively in a team environment.
Excellent verbal, written, organizational, and interpersonal skills.
Ability to multitask across diverse and complex functional areas while exercising a high level of autonomy and sound judgment.
Demonstrated ability to work effectively in a team-oriented environment.
Experience in an academic medicine or clinical setting preferred.
Proficiency in Microsoft Office applications.
Experience with scheduling, timekeeping, and clinical/education systems (e.g., Qgenda, Kronos, Epic) preferred.

Responsibilities

Manages the departmental inventory, ensuring proper inventory tracking processes are followed and annual asset inventory deadlines are observed, focusing on Surgery and serves as backup for other areas.
Serves as the Departmental TR and KCO for Surgery, ensuring requests are submitted in a timely manner and serves as backup for other areas.
Submits pager and long-distance code requests as needed/requested for Surgery and serves as backup for other areas.
Acts as the liaison between Surgery and FOAM, ensuring maintenance requests are submitted in a timely manner and serves as backup for other areas.
Submits the annual space surveys on behalf of Surgery and serves as backup for other areas.
Acts as the liaison between Surgery and IS, ensuring computer requests are submitted and follows up to ensure completion and serves as backup for other areas.
Processes exit checklists for employee departures in Surgery, ensuring UTMB equipment is returned, and proper checklist processes are followed and serves as backup for other areas.
Assists with office moves and setting up offices for new employees in Surgery and serves as backup for other areas.
Responsible for KRONOS Timekeeping and reconciliation for supported division(s).
Process exit checklists for employee departures, ensuring UTMB equipment is returned, and proper processes are followed.
Schedules, coordinates, and organizes appointments, meetings, and rooms.
Processes PO and non-PO invoices, facilitates procurement of supplies and equipment, and ensures timely payment to vendors for goods and services.
Arranges travel for assigned faculty and staff including obtaining prior approvals, travel authorizations, conference registration, flights, hotel, mileage, per diem and all pre- and post- travel reimbursements and accommodations.
Performs a variety of clerical and administrative tasks, including copying, filing, processing and routing incoming and outgoing faxes.
Serves as a liaison with internal departments and external agencies on inventory control, building services, equipment and maintenance, purchasing, safety, and other administrative matters.
Oversees the division(s)’ Record Retention program, ensuring compliance with all applicable policies and procedures.
Responsible for executing with minimal direction, administrative duties at the highest level while exercising considerable discretion and judgment.
Performs related duties as required.