Business Coordinator - Lab Administration

The University of Texas Medical Branch; Galveston (TX); On-site; USD 50,000 - 65,000; Full time

Job summary

The University of Texas Medical Branch (UTMB) in Galveston, TX seeks a proficient Administrative Specialist to support the Process/Department’s administrative and business management activities. You will independently perform tasks to ensure continuity of operations and efficient workflows.

Responsibilities include financial processing, budget coordination, HR-related support, and cross-department liaison. Strong MS Office skills and a proactive mindset are essential.

Qualifications

• Associate’s degree or equivalent and 2 years of office related experience.
• Strong attention to detail and accuracy, with the ability to adapt to new processes and technologies.
• Excellent organizational and time-management skills with the ability to handle multiple demands.

Responsibilities

• Manage property accounting records and annual physical inventory of capital equipment.
• Assist in developing and monitoring the Process/Department budget.
• Reconcile accounts, prepare financial reports, and identify variances in expenditures.
• Coordinate travel arrangements and reimbursements; handle procurement per guidelines.
• Prepare routine payroll-related tasks and support HR processes for staff.

Skills

Attention to detail

Organization

Proactive

Communication

Problem-solving

Microsoft Office

AI familiarity

Education

Associate’s degree or equivalent

Tools

Epic

Job description

Minimum Qualifications

Associate’s degree or equivalent and 2 years of office related experience.

Preferred Qualifications

• Exceptional attention to detail and accuracy.
• Quick learner who adapts well to new processes and technologies.
• Strong organizational skills with the ability to prioritize and manage multiple competing demands.
• Proactive, resourceful, and able to take initiative.
• Advanced proficiency in Microsoft Office tools and familiarity with AI technologies.
• Strong written and verbal communication skills.
• Demonstrated critical-thinking and problem-solving abilities.
• Healthcare industry and Epic experience preferred.

Job Summary

To manage, coordinate, and directly support the administrative and business management, and/or staff activities within a Process/Department. (Ability to perform tasks and responsibilities on own initiative ensuring process and operational continuity of various administrative and business management activities.)

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.
• Assists in the development of Process budget.
• 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 accounting 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 the 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.
• 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.

Software related tasks

• 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.

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.
• 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.

HR related tasks

• Coordinates personnel matters, including the coordination of the hiring, separation, and evaluation processes, with Human Resources ensuring compliance with current policies, procedures, and practices.
• Processes and monitors status of personnel action forms such as promotions, transfers, and disciplinary action including record maintenance.
• Key Control Officer for the Process/Department.
• Provides new and existing staff with Process orientation of Performance Management Program, Personal Development Program, and the interpretation of Human Resources policies and procedures.
• Coordinates and enters employee time and attendance utilizing on-line reporting system verifying the correctness and completeness of data entered.
• Verifies and reconciles payroll issues and distributes employee payroll.
• Assists in the development of area policies and procedures ensuring compliance with applicable rules and regulations.
• Serves as departmental liaison with Human Resources in regards to employee disciplinary and grievance issues.

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.
• Good overall knowledge of Non-Exempt Administrative Support role skills.
• Adheres to internal controls and reporting structure.
• Performs related duties as required.

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.

Primary Location

United States-Texas-Galveston

Work Locations

0419 Clinical Services Wing

Job

Clinical Laboratory

Shift

Standard

Employee Status

Supervisor

Job Level

Day Shift