Administrative Coordinator (Hybrid) - Family Medicine

Minimum Qualifications:

• Bachelor's degree or equivalent in related field; 2 years related experience.
  
  

Job Description:

To provide professional guidance, supervision, and coordination in the administrative duties of a department.

Job Duties:
Provide administrative support for the Family Medicine (FM) Department Vice Chair for Clinical Affairs, Medical Directors, and additional Clinical Faculty members which includes the following:

• Scheduling of appointments, meetings and managing faculty calendars
  
• Formatting manuscripts for publications
  
• Performing initial edits of manuscripts, checking for clarity, spelling, punctuation and grammatical accuracy, rewriting text to improve readability, flow, and overall impact, while maintaining the author’s voice and the publication’s tone
  
• Inserting manuscript citations
  
• Checking and formatting references and compiling reference libraries as needed
  
• Performing final proofread of manuscripts, ensuring all manuscripts adhere to specific journal style guides
  
• Managing and coordinating deadlines for multiple manuscripts and ensuring the timely delivery of all edited materials
  
• Coordinating travel arrangements and reimbursements
  
• Tracking scholarly activities for faculty
  
• Preparing PowerPoint presentations for faculty
  
• Managing discretionary and professorship accounts, reconciling expenditures monthly
  
• Updating and maintaining faculty CVs and NIH biosketches
  
• Attending Medical Directors and In-patient Team meetings and taking minutes
  
• Purchasing departmental supplies
  
• Answering department phones for Chairman's Office
  
• Providing back-up coverage for Senior Administrative Manager
  
• Making reservations for Family Medicine conference rooms
  
• Maintaining confidentiality with faculty and staff concerns and business
  
• Providing administrative and operations support for the Family Medicine Department and other departments in the Administrative Service Group V as needed
  
• Serving as the KRONOS timekeeper for Family Medicine Department
  
• Facilitating faculty activities which includes the following:
  
• Assisting with Reappointment to Medical Staff packets for all faculty, ensure faculty licensure are current
  
• Assisting with the annual faculty evaluation and review process for all FM faculty and scheduling meetings
  
• Maintaining files in accordance with the current Records Retention schedule.
  
• Assisting with planning for departmental functions as needed.
  
• Other job duties as assigned and needed.
  

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

Equal Employment Opportunity

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.