Business Coordinator, Orthopaedic Surgery (hybrid)

Minimum Qualifications:

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

Job Description: 

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

Job Duties:

• 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.
• Assists the process’ accounts receivable and posting revenues.
• Maintains detailed reports and records of accounting data.
• 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.

(Software related tasks)

• 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.

(Clerical tasks – Filing, scheduling, reporting, etc.)

• Develops area/process office record keeping systems.
• Works in tandem with other coordinators and administrative support staff in the department filling in and covering other departmental areas daily. 
• Assists in scheduling of meetings using Outlook calendar, the preparation of agendas, reserves room, send meeting reminders. 
• 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.

(Customer Service) 

• Answers phones and responds to correspondence; refer University and external personnel to the appropriate source for information as necessary ensuring effective communication in a timely manner. 
• Coordinates and ensures annual faculty CV’s are up to date and in the approved UTMB format.
• Maintain the faculty leave schedule by ensuring appropriate documentation is submitted and approved by the chair; included is the ensuring that the clinics are blocked accordingly to Institutional and Departmental policy and that other internal customers are notified.   
• Interacts with customers toward effective problem resolution and assists with questions regarding policies, procedures, and operations of the process or area.
• Coordinates and processes employee travel arrangements, and reimbursements, as well as non-PO vouchers and internal billing requests, ensuring compliance with current UTMB guidelines. 
• Responsible for administrative support tasks at the executive level.
• 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.
• Assists in the development of area policies and procedures ensuring compliance with applicable rules and regulations.
• Initiates improvements in work process/environment.
• Prioritizes daily work assignments.
• Supports and assists in the cross training of team members.
• Adheres to internal controls and reporting structure.
• Performs related duties as required.
   

Salary Range:

Commensurate with experience.