Program Coordinator

Job TitleTo manage, coordinate, and directly support the administrative and business management, and staff activities within a division. Ability to think & act on own initiative in providing process management of financial, human resource, and administrative support functions.Minimum Qualifications:Bachelor's degree or equivalent and 2 years related experience.Previous research experience preferred.Job Duties:Provide high-level administrative support to the division of Basic Science & Translational Research including the division director, faculty, research staff, fellows and students.Manages the director's calendar and schedule, while preserving time in the calendar for strategic planning as needed.Researches, assembles and develops various presentations, projects and reports for the division.Composes correspondence and memorandums, initiates, or drafts responses on behalf of the director and proofreads material to ensure accuracy.Under the direction of the PI, supervises and assists with the preparation and submission of all IRB, IACUC and other Regulatory Documents to obtain final approval and may draft various communications with Sponsor.Assists in the preparation and submission of grant and contract proposals.Assists in the preparation and submission of Material Transfer Agreements, Non-Disclosure Agreements, and patent documents. Coordinate and follow up on the progress of submitted files and take necessary actions after consulting with the director and/or PI.Review completed applications and contracts for accuracy and compliance with university, state, federal and funding agency requirements.Participates in activities such as team meetings, communications, report generation, etc.Provide support for manuscripts, proof editing formatting, submissions, process payment for publication.Maintain curriculum vitaes and biosketches for faculty.Kronos timekeeper: Enter time adjustments, vacation, sick leave, FMLA entries and approve weekly time.Assist faculty with IRB and IACUC submission, monitor progress of approvals and make yearly amendments with PI's help.Performs miscellaneous clerical tasks, such as making copies, filing, faxing information, and maintaining area bulletin boards.Process invoices, NON-PO/PO, order supplies, payments to outside vendors.Purchases/travel for (booking Webinars, conferences, flights, hotel, cash advances, mileage, per diem and all pre-and post-travel reimbursements and accommodations.Coordinates and processes employee travel arrangements and reimbursements ensuring compliance with UTMB's current Travel Guidelines.Process requisitions for routine, non-routine, and capital equipment purchases in accordance with current UTMB procurement rules and guidelines.Serves as liaison with other departments and agencies regarding inventory control, building services, equipment, and maintenance repair, purchasing, safety, and other administrative matters.Acts as liaison with internal and external Departments.Assists in processing and shipping (domestically and internationally) lab specimens efficiently and cost-effectively; maintains supply inventory and equipment.Organize quarterly division faculty meetings and follow-up on decisions.Work with the business/lab manager to reconcile budgetary issues.Performs related duties as required.Compiles and prepares detailed financial, statistical, and annual reports for division.Conducts cost studies and monitors Process' charge structure/billing system.Analyzes financial data and initiates appropriate action when necessary.Identifies variances in expenditures and makes recommendations for resolution.Participates in Process budget discussion and develops Process budgets.Reconciles department and faculty accounts by comparing monthly ledger reports with invoices, vouchers and purchase orders to verify the accuracy of posting and receipt of payment.Identifies variances in expenditures and reports to customers as appropriate.Preferred Qualifications:Demonstrates critical thinking and analytical skillsStrong attention to detailExcellent communication skillsManages multiple, competing priorities and deadlines expediently and with considerable discretion and judgmentGood overall knowledge of Non-Exempt Administrative Support role skills.Competent with Microsoft Office programsPeopleSoft: e-Pro, expense reports, vouchers, and ISC.POWERDataMartKronosSalary Range:Actual salary 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.