Sr. Business Coordinator, Surgery-Administration (Onsite)

UTMB Health; Galveston (TX); Presencial; USD 52.000 - 76.000; Jornada completa

Descripción de la vacante

UTMB Health is seeking a Business Coordinator in the Department of Surgery to manage and coordinate administrative and business management activities. The role supports staff, handles inventory, timekeeping, travel, and procurement, and acts as liaison across multiple divisions with discretion and independent initiative.

The position requires a Bachelor’s degree or equivalent plus 2 years of office experience, and offers comprehensive administrative support responsibilities within a busy

Formación

• Bachelor's degree or equivalent and 2 years of office-related experience.

Responsabilidades

• Serves as central contact to ensure efficient administrative operations across multiple divisions in the Department of Surgery.
• Manages departmental inventory and asset tracking; observes annual asset inventory deadlines.
• Provides administrative support to the ASGIII Administrator.
• Acts as liaison between Surgery and FOAM, IS, and other areas; ensures timely requests and follow-ups.
• Processes PO and non-PO invoices; facilitates procurement of supplies and equipment; ensures timely vendor payments.
• Arranges travel for faculty and staff including approvals, registrations, flights, hotel, mileage, per diem, and reimbursements.
• Schedules, coordinates, and organizes appointments, meetings, and rooms.
• Oversees Kronos Timekeeping and reconciliation for supported division(s).
• Performs exit checklists for employee departures and ensures equipment return.
• Assists with office moves and setting up offices for new employees.

Conocimientos

Self-Starter

Team Collaboration

Microsoft Office

Scheduling

Timekeeping

Educación

Bachelor's degree or equivalent

Herramientas

Qgenda

Kronos

Epic

Descripción del empleo

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:

The Business Coordinator serves as a central point of contact to ensure efficient and effective administrative operations across multiple divisions in the Department of Surgery. This position delivers advanced administrative and operational support and is responsible for a broad range of functions.

• Manages the departmental inventory, ensuring proper inventory tracking processes are followed and annual asset inventory deadlines are observed, focusing on Surgery and serves as backup for other areas.
  
• Provides administrative support to the ASGIII Administrator.
  
• Serves as the Departmental TR and KCO for Surgery, ensuring requests are submitted in a timely manner and serves as backup for other areas.
  
• Submits pager and long-distance code requests as needed/requested for Surgery and serves as backup for other areas.
  
• Acts as the liaison between Surgery and FOAM, ensuring maintenance requests are submitted in a timely manner and serves as backup for other areas.
  
• Submits the annual space surveys on behalf of Surgery and serves as backup for other areas.
  
• Acts as the liaison between Surgery and IS, ensuring computer requests are submitted and follows up to ensure completion and serves as backup for other areas.
  
• Processes exit checklists for employee departures in Surgery, ensuring UTMB equipment is returned, and proper checklist processes are followed and serves as backup for other areas.
  
• Assists with office moves and setting up offices for new employees in Surgery and serves as backup for other areas.
  
• Responsible for KRONOS Timekeeping and reconciliation for supported division(s).
  
• Process exit checklists for employee departures, ensuring UTMB equipment is returned, and proper processes are followed.
  
• Schedules, coordinates, and organizes appointments, meetings, and rooms.
  
• Processes PO and non-PO invoices, facilitates procurement of supplies and equipment, and ensures timely payment to vendors for goods and services.
  
• Arranges travel for assigned faculty and staff including obtaining prior approvals, travel authorizations, conference registration, flights, hotel, mileage, per diem and all pre- and post- travel reimbursements and accommodations.
  
• Performs a variety of clerical and administrative tasks, including copying, filing, processing and routing incoming and outgoing faxes.
  
• Serves as a liaison with internal departments and external agencies on inventory control, building services, equipment and maintenance, purchasing, safety, and other administrative matters.
  
• Oversees the division(s)’ Record Retention program, ensuring compliance with all applicable policies and procedures.
  
• Responsible for executing with minimal direction, administrative duties at the highest level while exercising considerable discretion and judgment.
  
• Performs related duties as required.
  

Preferred Skill/Competency

• Self-Starter with the ability to work autonomously.
  
• Incumbent must demonstrate the ability to work with all levels of management, faculty, and staff.
  
• Experience working effectively in a team environment.
  
• Excellent verbal, written, organizational, and interpersonal skills.
  
• Ability to multitask across diverse and complex functional areas while exercising a high level of autonomy and sound judgment.
  
• Demonstrated ability to work effectively in a team-oriented environment.
  
• Experience in an academic medicine or clinical setting preferred.
  
• Proficiency in Microsoft Office applications.
  
• Experience with scheduling, timekeeping, and clinical/education systems ("e.g., Qgenda, Kronos, Epic") preferred.
  

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.