Business Coordinator; Pediatric Cytogenetics - Galveston

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) 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:

The Business Coordinator serves as a central point of contact to ensure efficient and effective administrative operations across multiple divisions, including Medical Genetics and Metabolism. This position delivers advanced administrative and operational support and is responsible for a broad range of functions, including coordinating meetings and travel, supporting recruitment and onboarding activities, maintaining credentialing and compliance records, monitoring divisional budgets and expenditures in collaboration with the division chief(s), and assisting with clinical and call schedule management.

Key job functions include:

Administrative Support:

• 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 physician clinic and on-call schedules.
• Responsible for scheduling 2- and 4-week rotations with division for Medical students, Genetic Counseling students, MFM students, PA students and UTMB Residents (Med Rez)
• Responsible for KRONOS Timekeeping and reconciliation for supported division(s).
• Assists with the recruitment process and new hire associated activities as needed.
• Processes exit checklists for employee departures, ensuring UTMB equipment is returned, and proper 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 updating, processing, and assisting assigned faculty and APPs with submission of 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 attending and drafting/distributing notes (minutes) for monthly division meeting(s).
• Processes PO and non-PO invoices, facilitates procurement of supplies and equipment, and ensures timely payment to vendors for goods and services.
• Arranges travel for assigned faculty and staff including obtaining prior approvals, travel authorizations, conference registration, flights, hotel, mileage, per diem and all pre- and post- travel reimbursements and accommodations.
• Processes payments and reimbursements for faculty and staff activities, including annual memberships, application fees, and professional programs.
• Performs a variety of clerical and administrative tasks, including copying, filing, processing and routing incoming and outgoing faxes, scanning documents into patient charts, and maintaining area bulletin boards.
• Serves as a liaison with internal departments and external agencies on inventory control, building services, equipment and maintenance, purchasing, safety, and other administrative matters.
• Oversees the division(s)’ Record Retention program, ensuring compliance with all applicable policies and procedures.
• Responsib…