Business Coordinator (AE General Pediatrics & Urgent Care - Galveston)

Job Title

Clerical & Administrative Support

Company

UTMB Health

Minimum Qualifications

Associates degree or equivalent and 2 years of office related experience.

Preferred Qualifications

Excellent verbal, written, organizational, and interpersonal skills. Ability to multitask across diverse and complex functional areas while exercising a high level of autonomy and sound judgment. Demonstrated ability to work effectively in a team-oriented environment. Experience in an academic medicine or clinical setting preferred. Proficiency in Microsoft Office applications. Experience with scheduling, timekeeping, and clinical/education systems (e.g., Qgenda, Kronos, Epic, Blackboard, One45, Power BI) preferred. Working knowledge of basic financial processes, including expense monitoring and supporting adherence to departmental budgets, preferred.

Job Description

To manage, coordinate, and directly support the administrative, business management, and/or staff activities within a process/department.

Job Duties

Administrative & Financial Management Support (75%):

• Provides high level of administrative support to divisional faculty and staff, including the division chief(s).
• Serves as Qgenda backup for the division(s) and may assist with coordinating faculty and APP clinic and call schedules.
• Independently composes and distributes monthly high-risk nurse practitioner postpartum weekend/holiday rounding schedule.
• KRONOS Timekeeping and reconciliation for the division(s).
• Assists with the recruitment process and new hire activities as needed.
• Processes exit checklists for employee departures, ensuring UTMB equipment is returned, and proper checklist processes are followed.
• Coordinates all aspects of visiting faculty, including approvals, travel, meeting itinerary, etc.
• Maintains updated CV/Bio sketch for division chief(s), assigned faculty.
• Maintains records of current license, certifications, and malpractice insurance.
• Responsible for assisting assigned faculty and APPs with Medical Staff Reappointments and licensure renewals.
• Maintains assigned faculty CME's/CEU's.
• Schedules, coordinates, and organizes appointments, meetings, and rooms.
• Maintains Outlook calendars for divisional faculty including clinical assignments, lectures, meetings.
• Provides administrative support for the educational mission as needed.
• Coordinates meeting notifications and prepares agendas.
• Responsible for drafting/distributing notes (minutes) for monthly division meeting(s).
• Process invoices, NON-PO/PO, order supplies, payment to outside vendors that provide services.
• Arranges travel for assigned faculty and staff including obtaining prior approvals, conference registration, flights, hotel, mileage, per diem and all pre- and post- travel reimbursements and accommodations.
• Process payments for faculty and staff annual memberships.
• Performs miscellaneous clerical tasks, such as making copies, filing, faxing information, and maintaining area bulletin boards.
• Serves as liaison with other processes/departments and agencies regarding inventory control, building services, equipment, and maintenance repair, purchasing, safety, and other administrative matters.
• Responsible for executing with minimal direction, administrative duties at the highest level while exercising considerable discretion and judgment.
• Oversees and supervises all business and administrative activities relating to the Division.
• Monitors faculty and APP accounts.
• Monitors divisional budget(s).
• Manages divisional inventory.

Clerkship Support (25%):

• Assist Pediatric clerkship coordinator in managing student evaluations and grades.
• Assist in keeping student files up to date.
• Assist in keeping pediatric course websites up to date.
• Proctor student exams as needed.
• Communicate with faculty students in person and via email about assignments, schedules, absences and other issues.
• Other duties as assigned.

Salary 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 Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.