Business Coordinator, Internal Medicine - Administration; Onsite

Position: Business Coordinator, Internal Medicine - Administration (Onsite)
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.

(Ability to perform tasks and responsibilities on own initiative ensuring process and operational continuity of various administrative and business management activities.)

Job Duties:

(Financial related tasks)

* Serves as Accountable Property Officer for the Process/Department maintaining property accounting records including the acquisition of new or disposal of obsolete equipment and conducts annual physical inventory of capital equipment.

* Assists in the development of Process budget.

* Monitors current status of the Process budget including income and expenditures.

* 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 speed writing 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.

(HR related tasks)

* Coordinates personnel matters, including the coordination of the hiring, separation, and evaluation processes, with Human Resources ensuring compliance with current policies, procedures, and practices.

* Processes and monitors status of personnel action forms such as promotions, transfers, and disciplinary action including record maintenance.

* Key Control Officer for the Process/Department.

* Provides new and existing staff with Process orientation of Performance Management Program, Personal Development Program, and the interpretation of Human Resources policies and procedures.

* Coordinates and enters employee time and attendance utilizing on-line reporting system verifying the correctness and completeness of data entered.

* Verifies and reconciles payroll issues and distributes employee payroll.

* Assists in the development of area policies and procedures ensuring compliance with applicable rules and regulations.

* Serves as departmental liaison with Human…