Business Coordinator (On-Site) - Field House

Business Coordinator (On-Site) - Field House

Galveston, Texas, United States

New

Clerical & Administrative Support

UTMB Health

Requisition # 2605703

Minimum Qualifications:

Associate degree or equivalent and two (2) years of office-related experience

Job Summary:

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

Job Duties:

(Financial-related tasks)

• Serves as Accountable Property Officer for the Process/Department, maintaining property accounting records, including the acquisition of new or disposal of obsolete equipment, and conducts annual physical inventory of capital equipment and merchandise.

• Monitors current status of the Process budget, including income and expenditures.

• 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.

• Identifies variances in expenditures and reports to customers as appropriate.

• Coordinates the process’ accounts receivable and posting revenues.

• Maintains detailed reports and records of data.

• Assists in the preparation of detailed financial, statistical, and annual reports.

• Assists in the preparation of comparative analysis reports and statements reflecting variations in expenditures and revenues.

• Assists in conducting cost studies regarding the process’ charge structure/billing system.

• Coordinates and processes employee travel arrangements and reimbursements, ensuring compliance with current UTMB Travel Guidelines.

• Processes 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.

• Assists with special project planning.

(Software-related tasks)

• Utilizes department-specific software products to analyze business procedures and to create reports.

• Types routine, complex, and/or confidential documents utilizing a 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.

(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.

(Customer Service)

• Interacts with customers toward effective problem resolution and assists with questions regarding policies, procedures, and operations of the process or area in person, on the phone, and via email.

• Responsible for administrative support tasks at the executive level.

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

• 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.

(Miscellaneous)

• Initiates improvements in work process/environment.

• 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.

• Acts as lead for the Parking Booth Cashiers

• Good overall knowledge of Non-Exempt Administrative Support role skills.

• Adheres to internal controls and reporting structure.

• Performs related duties as required.

Salary Range:

Actual salary commensurate with experience.

Work Schedule:

Monday through Friday, 8 am to 5 pm, and occasional weekends as needed.

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 Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.

Compensation