Business Coordinator; AE General Pediatrics & Urgent Care - Galveston

Position: Business Coordinator (AE General Pediatrics & Urgent Care - Galveston)
* Minimum Qualifications:

* * Associates degree or equivalent and 2 years of office related experience.

* Job Description:

* To manage, coordinate, and directly support the administrative, business management, and/or staff activities within a process/department.

* Preferred Qualifications:

* • 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, Blackboard, One
45, Power BI) preferred.

• Working knowledge of basic financial processes, including expense monitoring and supporting adherence to departmental budgets, preferred.

* Job Duties:

* * Administrative & Financial Management Support (75%):
* • Provides high level of administrative support to divisional faculty and staff, including the division chief(s).

• Serves as Qgenda backup for the division(s) and may assist with coordinating faculty and APP clinic and call schedules.

• Independently composes and distributes monthly high-risk nurse practitioner postpartum weekend/holiday rounding schedule.

• KRONOS Timekeeping and reconciliation for the division(s).

• Assists with the recruitment process and new hire activities as needed.

• Processes exit checklists for employee departures, ensuring UTMB equipment is returned, and proper checklist processes are followed.

• Coordinates all aspects of visiting faculty, including approvals, travel, meeting itinerary, etc.

• Maintains updated CV/Bio sketch for division chief(s), assigned faculty.

• Maintains records of current license, certifications, and malpractice insurance.

• Responsible for assisting assigned faculty and APPs with Medical Staff Reappointments and licensure renewals.

• Maintains assigned faculty CME's/CEU's.

• Schedules, coordinates, and organizes appointments, meetings, and rooms.

• Maintains Outlook calendars for divisional faculty including clinical assignments, lectures, meetings.

• Provides administrative support for the educational mission as needed.

• Coordinates meeting notifications and prepares agendas.

• Responsible for drafting/distributing notes (minutes) for monthly division meeting(s).

• Process invoices, NON-PO/PO, order supplies, payment to outside vendors that provide services.

• Arranges travel for assigned faculty and staff including obtaining prior approvals, conference registration, flights, hotel, mileage, per diem and all pre- and post- travel reimbursements and accommodations.

• Process payments for faculty and staff annual memberships.

• Performs miscellaneous clerical tasks, such as making copies, filing, faxing information, and maintaining area bulletin boards.

• Serves as liaison with other processes/departments and agencies regarding inventory control, building services, equipment, and maintenance repair, purchasing, safety, and other administrative matters.

• Responsible for executing with minimal direction, administrative duties at the highest level while exercising considerable discretion and judgment.

• Oversees and supervises all business and administrative activities relating to the Division.

• Monitors faculty and APP accounts.

• Monitors divisional budget(s).

• Manages divisional inventory.

* Clerkship Support (25%)
* • Assist Pediatric clerkship coordinator in managing student evaluations and grades.

• Assist in keeping student files up to date.

• Assist in keeping pediatric course websites up to date.

• Proctor student exams as needed.

• Communicate with faculty students in person and via email about assignments, schedules, absences and other issues.

• Other duties as assigned.

* Salary Range:
* Actual salary commensurate with experience or range if discussed and approved by hiring authority.

* 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.