[Remote] Business Coordinator, Internal Medicine (Partial Remote)

Note: The job is a remote job and is open to candidates in USA. The University of Texas Medical Branch is seeking a Business Coordinator for their Internal Medicine department. This role involves managing and supporting administrative and business management activities, including financial tasks, clerical duties, and customer service interactions.

Responsibilities

• 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 speedwriting 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 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
• Interacts with customers toward effective problem resolution and assists with questions regarding policies, procedures, and operations of the process or area
• Responsible for administrative support tasks at the executive level
• Ensure smooth and seamless service in the executive office, managing day-to-day activities
• 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
• Coordinates personnel matters, including the coordination of the hiring, separation, and evaluation processes, with Human Resources ensuring compliance with current policies, procedures, and practices
• Processes and monitors status of personnel action forms such as promotions, transfers, and disciplinary action including record maintenance
• Key Control Officer for the Process/Department
• Provides new and existing staff with Process orientation of Performance Management Program, Personal Development Program, and the interpretation of Human Resources policies and procedures
• Coordinates and enters employee time and attendance utilizing on-line reporting system verifying the correctness and completeness of data entered
• Verifies and reconciles payroll issues and distributes employee payroll
• Assists in the development of area policies and procedures ensuring compliance with applicable rules and regulations
• Serves as departmental liaison with Human Resources in regards to employee disciplinary and grievance issues
• Initiates improvements in work process/environment
• 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
• Good overall knowledge of Non-Exempt Administrative Support role skills
• Adheres to internal controls and reporting structure
• Performs related duties as required

Skills

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

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