Business Coordinator; Pediatrics Developmental Health - Galveston

Overview

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

• Care Coordination:
  Clinical Coordination & Patient Support;
  Facilitate referrals and serve as a liaison between families, pediatricians, specialists, and school systems.
• Communication & Coordination:
  Communicate with schools, track outside records, and send applicable prescriptions to Durable Medical Equipment (DME) companies.
• Documentation & Data Management:
  Maintain accurate and up-to-date records in the EMR, manage and reassign in-basket coverage as needed, distribute and collect signatures on documentation, input developmental screening scores.
• Maintain inventory of testing materials, screening tools, referral resources, and required forms.
• Multidisciplinary Team Participation:
  Construct agenda(s), record minutes, and contribute to planning discussions.

• Provides high level of administrative support to 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.
• Responsible for 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 supported faculty.
• Maintains records of current license, certifications, and malpractice insurance for supported providers.
• Responsible for assisting assigned faculty and APPs with Medical Staff Reappointments and licensure renewals.
• Maintains assigned faculty CME’s/CEU’s.
• Provides administrative support for the educational mission as needed.
• Schedules, coordinates, and organizes appointments, meetings, and rooms; including preparation and distribution of agendas and meeting notes.
• Maintains Outlook calendars for faculty including clinical assignments, lectures, meetings.
• 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 administrative duties, including making copies, filing, faxing information, distributing mail, 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.

• Minimum Qualifications:
  
  Associates degree or equivalent and 2 years of office related experience.
• Preferred
  
  Skills:
  
  Possesses excellent verbal, written, organizational and interpersonal skills; ability to multitask across diverse and complex functional areas with autonomy and sound judgment; demonstrated ability to work effectively in a team; experience in an academic medicine or clinical setting preferred; proficiency in Microsoft Office; experience with scheduling, timekeeping, and clinical systems (e.g., Qgenda, Kronos, Epic) preferred; basic knowledge of IDEA/IEP/504 processes in educational settings;
  
  familiarity with developmental screening tools (e.g., GARS, Vanderbilt).

Salary Range:
Actual salary commensurate with experience or range if discussed and approved by hiring authority.

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.

Primary

Location:

United States-Texas-Galveston
Work Locations: 0319 - Research Building 6

Job:
Clerical & Administrative Support
Organization: UTMB Health
Regular

Shift: Standard
Employee Status:
Non-Manager
Job Level: Day Shift

Job Posting:
Jan 22, 2026, 2:50:09 PM