Business Coordinator, Orthopaedic Surgery; Partial remote

Position: Business Coordinator, Orthopaedic Surgery (Partial remote)
Minimum Qualifications:

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

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.)

Job Duties:

(Financial related tasks)

* 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.

* Assists the process' accounts receivable and posting revenues.

* Maintains detailed reports and records of accounting data.

* 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.

* Works in tandem with other coordinators and administrative support staff in the department filling in and covering other departmental areas daily.

* Assists in scheduling of meetings using Outlook calendar, the preparation of agendas, reserves room, send meeting reminders.

* 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)

* Answers phones and responds to correspondence; refer University and external personnel to the appropriate source for information as necessary ensuring effective communication in a timely manner.

* Coordinates and ensures annual faculty CV's are up to date and in the approved UTMB format.

* Maintain the faculty leave schedule by ensuring appropriate documentation is submitted and approved by the chair; included is the ensuring that the clinics are blocked accordingly to Institutional and Departmental policy and that other internal customers are notified.

* Interacts with customers toward effective problem resolution and assists with questions regarding policies, procedures, and operations of the process or area.

* Coordinates and processes employee travel arrangements, and reimbursements, as well as non-PO vouchers and internal billing requests, ensuring compliance with current UTMB guidelines.

* Responsible for administrative support tasks at the executive level.

* 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.

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

* Initiates improvements in work process/environment.

* Prioritizes daily work assignments.

* Supports and assists in the cross training of team members.

* Adheres to internal controls and reporting structure.

* Performs related duties as required.

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.

Compensation