Administrative Coordinator, Surgery-Administration; Onsite

Minimum Qualifications:

Bachelor's degree or equivalent in related field; 2 years related experience.

Job Summary:

To provide professional guidance, supervision, and coordination in the administrative duties of a department.

Job Duties:

• Executes, with minimal direction, including managing time-critical, sensitive, and/or confidential information, plans, organizes, and coordinates administrative duties for the Department of Surgery, Division of General Elective Surgery.
• Provides administrative support to faculty, and staff in support of the Department's goals and objectives including but not limited to confidential and daily correspondence, updating faculty curriculum vitae, maintaining office files and records, scheduling meetings, preparing meeting agendas, and coordinating teaching materials as needed.
• This position also provides administrative support to the LSTAR (Laboratory for Surgical Training, Assessment & Research) program within the Department of Surgery.
• Coordinates and processes employee travel arrangements, reimbursements, as well as non-PO vouchers and internal billing requests, and ensures all Departmental bills are paid on time, ensuring compliance with current Departmental and Institutional policies and procedures.
• Provides back-up administrative support to the Department as needed.
• Assists with departmental purchasing of office supplies, and other approved items as needed.
• Helps with reappointments/ credentialing for all faculty ensuring that their paperwork is completed ahead of the deadlines in order to maintain UTMB privileges.
• Supports and coordinates educational activities within the Department.
• Collaborates with internal and external entities as needed.
• Answers phones and responds to correspondence.
• Works cooperatively and collaboratively with other leaders and staff members to create a high-functioning team that sets and achieves goals.
• Composes correspondence and memoranda in appropriate business letter format including proofreading all completed assignments for grammar, format, and structure.
• Performs miscellaneous clerical tasks, such as making copies, filing, faxing information, and maintaining area bulletin boards.
• Ensures AMCOM Call and QGenda Schedules are entered in each month.
• Sorts, stamps, and distributes incoming mail and prepares outgoing mail.
• Supports the Department by performing all other duties as assigned.
• Adheres to internal controls and reporting structure.

Preferred Qualifications:

• Incumbent must show ability to work with all levels of management, faculty, and staff.
• Knowledge and experience working with Excel spreadsheets.
• Familiar with Microsoft Office, People Soft, Kronos Timekeeping System, and Epic EMR.
• Must possess excellent verbal, written, organizational, and interpersonal skills.
• Ability to multi-task to support diverse areas within the administrative team.
• Prior administrative support experience.

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.