Business Coordinator (On-Site) - Field House

Utmb; Galveston (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

UTMB Health in Galveston, TX is seeking a Business Coordinator (On-Site) to manage and coordinate administrative, business management, and staff activities within a process/department.

The role emphasizes financial duties such as budget monitoring, accounts, and reporting, plus clerical and customer service support to ensure smooth operations; on-site Monday–Friday 8 am to 5 pm, with occasional weekends as needed.

Qualifications

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

Responsibilities

• Manage, coordinate, and directly support administrative, business management, and staff activities within a process/department.
• (Financial-related tasks) Monitor the process budget status, reconcile accounts, and prepare reports for accuracy.
• (Clerical tasks) Develop area record-keeping systems, file documents, schedule meetings, and organize appointments.
• (Customer Service) Interact with customers to resolve questions and support policies, procedures, and operations.

Skills

Office experience

Education

Associate degree or equivalent

Job description

Business Coordinator (On-Site) - Field House

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.
• 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.

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.