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

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