Business Coordinator, Ob-Gyn Gynecology (Galveston)

The University of Texas Medical Branch; Galveston (TX); On-site; USD 52,000 - 76,000; Full time

Job summary

UTMB Health in Galveston is seeking a Business Coordinator to serve as a central administrative and operational resource for the Gynecology Division. This position provides comprehensive support to division leadership and faculty, coordinating administrative, financial, and operational functions in a fast-paced environment.

The role requires exceptional organizational, financial, and communication skills to support the division’s academic, clinical, and research mission.

Qualifications

• Associates degree or equivalent and 2 years of office related experience are required.

Responsibilities

• Provide executive-level administrative support to Gynecology faculty and program leadership.
• Manage complex calendars, prioritizing strategic initiatives and deadlines.
• Coordinate meetings (in-person and virtual), prepare agendas, materials, and minutes.
• Draft, edit, and proofread correspondence, letters, and reports.
• Maintain faculty CVs and records; route calls and greet visitors.
• Coordinate domestic and international travel for faculty and adherence to travel policies.
• Process invoices, POs, and vendor payments; liaise with internal departments to support operations.

Skills

Organizational skills

Communication skills

Financial acumen

Education

Associate degree or equivalent

Tools

PeopleSoft

QGenda

DataMart

Kronos

Microsoft Office

Job description

Department's Statement

The Business Coordinator serves as a central administrative and operational resource for the Gynecology Division. This highly visible and fast-paced role provides comprehensive support to division leadership and faculty, ensuring efficient coordination of administrative, financial, and operational functions. The position requires exceptional organizational, financial, and communication skills to support the division’s academic, clinical, and research mission.

Department's Statement

The Business Coordinator serves as a central administrative and operational resource for the Gynecology Division. This highly visible and fast-paced role provides comprehensive support to division leadership and faculty, ensuring efficient coordination of administrative, financial, and operational functions. The position requires exceptional organizational, financial, and communication skills to support the division’s academic, clinical, and research mission.

Minimum Qualifications

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

Preferred Qualifications

• Prior experience supporting faculty in a high-volume academic, clinical, or research setting strongly preferred.
• Proficiency with institutional systems such as PeopleSoft (e-Pro, expense reports, vouchers, ISC) and Power.
• Experience with QGenda scheduling platform, DataMart, Kronos, and Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Strong organizational and multitasking skills with exceptional attention to detail.
• Excellent verbal and written communication skills.

Job Description

To manage, coordinate, and directly support the administrative, 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

Administrative & Operational Support

• 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 meetings (in-person and virtual via Teams/Zoom), including preparation of agendas, materials, and minutes.
• Draft, edit, and proofread correspondence, letters, memoranda, reports, and presentations.
• Maintain and update faculty curriculum vitae (CVs).
• Perform front-facing administrative duties, including answering phones, routing calls, and greeting visitors.
• Maintain organized records and filing systems in compliance with institutional Record Retention policies.
• Coordinate domestic and international travel for faculty, including logistics, registrations, reimbursements, and adherence to UTMB travel guidelines.
• Process invoices, purchase orders (POs), supply requests, and vendor payments.
• Serve as liaison with internal departments (e.g., purchasing, facilities, safety, and inventory control) to support operational needs.
• Provide backup support for QGenda scheduling, including maintaining provider schedules, assisting with updates, and ensuring coverage continuity as needed.

Financial Management & Reporting

• Reconcile departmental and faculty accounts through review of monthly ledgers, invoices, vouchers, and purchase orders.
• Maintain accurate and 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.

Core Competencies

• Strong problem-solving and critical-thinking abilities
• High level of professionalism and discretion
• Ability to work independently and collaboratively
• Customer service-oriented mindset
• Adaptability in a dynamic academic healthcare environment

Equipment

Basic office equipment

Working Environment

Standard office environment

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 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

0587 - John W McCullough Bldg

Job

Clerical & Administrative SupportRegular

Employee Status

Non-Manager

Job Level

Day Shift

Job Posting

Nov 5, 2026, 12:52:32 PM