Business Coordinator - Lab Administration; Galveston, Onsite

Business Coordinator - Lab Administration (Galveston, Onsite)

** Galveston, Texas, United States*
* ** New*
* Business, Managerial & Finance

UTMB Health

Requisition # 2603585

*
* JOB SUMMARY:

** 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.)

** REQUIRED

EDUCATION / EXPERIENCE:

** Associate's degree or equivalent and 2 years of office related experience.

** Preferred:*
* + Lab Knowledge/background

+ EPIC Beaker

+ Trusted Requestor (TR)/Key Control Officer (KCO)

+ Microsoft office

+ Attention to detail

+ Critical thinking

+ Good communication skills

** MAJOR DUTIES / CRITICAL TASKS:*
* **(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…