Senior Business Coordinator, Medicine Services (Onsite)

Galveston, Texas, United States

Clerical & Administrative Support

UTMB Health

Requisition # 2401678

Minimum Qualifications:

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

Job Description:

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

Ability to think & act on own initiative in providing process management of financial, human resource, and administrative support functions.

Job Duties:

Financial related tasks)

• Monitors the Process’ accounts receivable and posting of revenues.

• Identifies variances in expenditures and makes recommendations for resolution.

• Trains others in financial duties and responsibilities.

(Customer Service)

• Works with customers to provide improved reports.

• Ability to anticipate needs and scheduling of Executives as related to projects and intervene to acquire information as necessary.

• Responsible for administrative support tasks at the departmental level.

• Ensure smooth and seamless service in the departmental office, managing day-to-day activities.

• Ability to think independently and make decisions as necessary.

• May interface with departmental UT leadership or outside vendors.

• Provides administrative support to all departments throughout the ASG.

• Provides administrative support to department vice-chairs, including project management and day-to-day activities.

• Interacts with customers toward effective problem resolution and assists with questions regarding policies, procedures, and operations of the process or area.

• Key Control Officer for the Process/Department.

(Software-related tasks)

• Composes correspondence and memorandums in appropriate business letter format.

• Proofread 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.

(Clerical tasks – filing, scheduling, reporting, etc.)

• Develops area/process office record keeping systems.

• Compiles data for necessary reports and develops reports that are user friendly.

• Schedules, coordinates, and organizes appointments, meetings, and rooms.

• Coordinates meeting notifications and prepares agendas.

• 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.

(Miscellaneous)

• Stays current with applicable policies, procedures, rules, and regulations

• Initiates, and facilitates the collaborative development of team processes and new programs.

• Provide team support regarding technical expertise, problem resolution/troubleshooting, training, coaching, and team facilitation.

• Assists in Process projects by coordinating activities, maintaining records, and reporting on status.

• Initiates action plans to develop skills and knowledge that will provide team/area leadership and direction.

• Good overall knowledge of “expert” skills listed below and good overall knowledge of Non-Exempt Administrative Support role skills.

• Adheres to internal controls and reporting structure.

• Responsible for ordering and distributing supplies

• Analyzes and standardizes procedures for improved efficiencies.

• Prioritizes daily work assignments.

• Contributes ideas and suggestions for improvements to the process.

• Supports and assists in the cross training of team members.

• Performs related duties as required.

Salary Range:

Commensurate with Experience

EQUAL EMPLOYMENT OPPORTUNITY:

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.

Compensation