Sr. Business Coordinator, Surgery-Administration (Onsite)

The University of Texas Medical Branch; Galveston (TX); On-site; USD 32,000 - 52,000; Full time

Job summary

UTMB Health seeks a Clerical & Administrative Support Regular to manage clerical, scheduling, travel arrangements, and general administrative activities within the department. Primary duties include inventory control, processing invoices, coordinating appointments, and acting as liaison with internal departments to ensure smooth operations and timely tasks.

This on-site role requires initiative, strong organizational skills, and proficiency in Microsoft Office.

Qualifications

• Bachelor's degree or equivalent and 2 years of office related experience.
• Ability to work independently and manage administrative processes.

Responsibilities

• Manages departmental inventory with proper tracking and annual asset audits.
• Provides administrative support to the administrator and department staff.
• Serves as liaison across Surgery, FOAM, IS, and other areas for administrative tasks.
• Processes travel requests, PO/invoices, and coordinates meetings and spaces.
• Oversees timekeeping and personnel exit processes, with proper checklists.

Skills

Office experience

Self-starter

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Qgenda

Kronos

Epic

Job description

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

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

• 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.

Primary Location

United States-Texas-Galveston

Work Locations

0527 - John Sealy Annex

Job

Clerical & Administrative SupportRegular

Shift

Standard

Employee Status

Non-Manager

Job Level

Day Shift

Job Posting

Sep 4, 2026, 11:31:59 AM