Administrative Coordinator, Department of Family Medicine

Min Qualifications:

Bachelor's degree or equivalent in related field; 3 years related experience.

Specific Job-Related Duties:

This position will provide collaborative management of the UTMB Family Medicine Department administration and Family Medicine Vice Chair for Clinical Affairs, Medical Directors and additional Clinical Faculty members as needed.

Essential job functions include but are not limited to:

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
• Coordinate travel arrangements and reimbursements
• Track scholarly activities for faculty
• Types and prepares finished correspondence and reports from notes, tape, or rough drafts utilizing personal computer skills in Microsoft office
• Prepare PowerPoint presentations for faculty
• Manage discretionary and professorship accounts, reconcile expenditures monthly
• Update and maintain faculty CVs and NIH biosketches
• Attend Medical Directors and In-patient Team meetings and take minutes
• Purchase supplies
• Answer department phones for Chairman’s Office
• Provide back-up coverage for Senior Administrative Manager
• Book room reservations for Family Medicine conference rooms
• Maintain confidentiality with faculty and staff concerns and business
• General office duties

Provide administrative and operations support for the Department of Family Medicine and other departments in the Administrative Service Group V (ASG V).

KRONOS timekeeper for Family Medicine Department staff, also serves as back up for faculty and residency ensure deadlines are met.

Facilitates faculty activities which includes the following:

• Assist with Reappointment to Medical Staff packets for all faculty, ensure faculty licensure are current
• Assists with the annual faculty evaluation and review process for all FM faculty and scheduling meetings
• Maintain files in accordance with the current Records Retention schedule.
• Assists with planning for departmental functions as needed.
• Adheres to internal controls and reporting structure.

Salary Range:

Commensurate with experience 

Preferred Skill/Competency:

• Demonstrate expertise in the ability to operate independently to achieve and maintain high levels of successful project completion.
• Demonstrate analytical, time management, organizational and interpersonal skills achieved in management level environments.
• Demonstrate skill and proficiency in the utilization of various software and web-based applications, spreadsheets, and databases.
• Demonstrate professional expertise within multiple environments, placing priority on time management, organization skills, and constant high levels of tact, integrity and confidentiality as the position consistently involves participation and/or management of confidential and sensitive data.
• Possess excellent verbal, written, organizational and interpersonal skills to ensure the professional achievement of Institutional and Departmental Strategic planning and development.
• Ability to operate independently as a results-oriented, decision maker capable of maintaining professional relationships with all levels of institutional personnel.

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 VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.