Business Coordinator, Department of BMB
JOB DESCRIPTION: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.)
Min Qualifications:
Associate’s degree or equivalent and 2 years of office related experience.
Specific Job Related Duties:
(Financial related tasks)
- Provides reconciliation of grants and contracts as requested by Principal Investigator.
- Maintains accurate files which include the monthly overhead adjusting journal vouchers and the indirect cost recovery anaylysis for each grant.
- Ensures that each expired grant is closed out properly according to the guidelines established with the grant .
- 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.
- Analyzes and standardizes procedures for improved efficiencies.
- Prioritizes daily work assignments.
- Supports and assists in the cross training of team members.
(Miscellaneous)
- Adheres to internal controls and reporting structure.
- Performs related duties as required.
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 VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.