Senior Business Coordinator, Medicine Services (Onsite)
Minimum Qualifications:
Bachelors degree or equivalent and 2 years of office related experience.
Job Description:
To manage, coordinate, and directly support the administrative and business management, and/or staff activities within a Process/Department.
Ability to think & act on own initiative in providing process management of financial, human resource, and administrative support functions.
Job Duties:
Financial related tasks)
- Monitors the Process’ accounts receivable and posting of revenues.
- Identifies variances in expenditures and makes recommendations for resolution.
- Trains others in financial duties and responsibilities.
(Customer Service)
- Works with customers to provide improved reports.
- Ability to anticipate needs and scheduling of Executives as related to projects and intervene to acquire information as necessary.
- Responsible for administrative support tasks at the departmental level.
- Ensure smooth and seamless service in the departmental office, managing day-to-day activities.
- Ability to think independently and make decisions as necessary.
- May interface with departmental UT leadership or outside vendors.
- Provides administrative support to all departments throughout the ASG.
- Provides administrative support to department vice-chairs, including project management and day-to-day activities.
- Interacts with customers toward effective problem resolution and assists with questions regarding policies, procedures, and operations of the process or area.
- Key Control Officer for the Process/Department.
(Software-related tasks)
- Composes correspondence and memorandums in appropriate business letter format.
- Proofread 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.
(Miscellaneous)
- Stays current with applicable policies, procedures, rules, and regulations
- Initiates, and facilitates the collaborative development of team processes and new programs.
- Provide team support regarding technical expertise, problem resolution/troubleshooting, training, coaching, and team facilitation.
- Assists in Process projects by coordinating activities, maintaining records, and reporting on status.
- Initiates action plans to develop skills and knowledge that will provide team/area leadership and direction.
- Good overall knowledge of “expert” skills listed below and good overall knowledge of Non-Exempt Administrative Support role skills.
- Adheres to internal controls and reporting structure.
- Responsible for ordering and distributing supplies
- Analyzes and standardizes procedures for improved efficiencies.
- Prioritizes daily work assignments.
- Contributes ideas and suggestions for improvements to the process.
- Supports and assists in the cross training of team members.
- 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 VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.