Business Coordinator (Basic Science & Translational Research - Galveston)

REQUIRED EDUCATION / EXPERIENCE:
Associate’s degree or equivalent and 2 years of office related experience.

Preferred Qualifications: 

• Prior experience supporting faculty in a high-volume research or academic laboratory setting strongly preferred.
• Proficiency with PeopleSoft (e-Pro, expense reports, vouchers, ISC).
• Experience with DataMart, Kronos, and Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong organizational and multitasking skills with attention to detail.

• Excellent verbal and written communication abilities.

   

   

   

  Job Summary: 
  The Business Coordinator serves as the central administrative and business operations support for the Division of Basic Science & Translational Research. This role is highly visible, fast-paced, and requires exceptional organizational, financial, and communication skills to support division leadership, faculty, staff, and students. The coordinator will manage a broad range of administrative, financial, and operational responsibilities critical to advancing the division’s scientific mission.

Job Duties:
Administrative Support

• Provide executive administrative support to the Division Director, faculty, staff, and students.
• Manage the Director’s complex calendar, ensuring time is preserved for strategic priorities.
• Plan, prepare, and oversee all aspects of meetings, including agendas, invitations, minutes, and hosting virtual meetings (Teams/Zoom).
• Draft, edit, and proofread correspondence, memorandums, and reports; prepare presentations and project materials.
• Maintain faculty curriculum vitae and bio sketches.
• Perform receptionist duties such as answering phones, routing calls, and greeting visitors.
• Manage records and filing systems in accordance with the institutional Record Retention Schedule.
• Coordinate multiple members of the division’s travel arrangements (domestic and international) including flights, hotels, conference registration, reimbursements, and compliance with UTMB travel guidelines.
• Process invoices, POs, animal orders, supply requests, and vendor payments.
• Act as liaison with other departments regarding inventory control, facilities, purchasing, safety, and building services.
• Serve as Kronos timekeeper, managing time adjustments, leave, FMLA entries, and approvals.

• Assist faculty with IRB and IACUC submissions, progress reports, and annual renewals.
   

  Financial Management

• Reconcile department and faculty accounts by reviewing monthly ledger reports, invoices, vouchers, and purchase orders. Maintain accurate and detailed reports and records of accounting data.
• Identify and report expenditure variances; assist with corrective actions as needed.
• Prepare financial, statistical, and annual reports to support divisional planning.

Salary Range:
Commensurate with experience.