Business Coordinator - Lab Administration

Minimum Qualifications

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

• Exceptional attention to detail and accuracy.
• Quick learner who adapts well to new processes and technologies.
• Strong organizational skills with the ability to prioritize and manage multiple competing demands.
• Proactive, resourceful, and able to take initiative.
• Advanced proficiency in Microsoft Office tools and familiarity with AI technologies.
• Strong written and verbal communication skills.
• Demonstrated critical-thinking and problem-solving abilities.
• Healthcare industry and Epic experience preferred.

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.)

• 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.

• 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.

• 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…