Business Coordinator, Department of BMB

Min Qualifications:

Associate’s degree or equivalent and 2 years of office related experience.

Specific Job Related Duties:

(Financial related tasks)

• Provides reconciliation of grants and contracts as requested by Principal Investigator.
• Maintains accurate files which include the monthly overhead adjusting journal vouchers and  the indirect cost recovery anaylysis for each grant.
• Ensures that each expired grant is closed out properly according to the guidelines established with the grant .
• 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.
• Identifies variances in expenditures and reports to customers as appropriate.
• Coordinates the process’ accounts receivable and posting revenues.
• Maintains detailed reports and records of accounting data.
• Assists in the preparation of detailed financial, statistical, and annual reports.
• Assists in the preparation of comparative analysis reports and statements reflecting
• variations in the expenditures and revenues.
• Assists in conducting cost studies regarding the process’ charge structure/billing system.
• 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.
• Compiles data for necessary reports and develops reports that are user friendly.
• Schedules, coordinates, and organizes appointments, meetings, and rooms.
• Coordinates meeting notifications and prepares agendas.
• 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)

• Interacts with customers toward effective problem resolution and assists with questions
• regarding policies, procedures, and operations of the process or area.
• Responsible for administrative support tasks at the executive level.
• Ensure smooth and seamless service in the executive office, managing day-to-day
• activities.
• 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.
• Analyzes and standardizes procedures for improved efficiencies.
• Prioritizes daily work assignments.
• Supports and assists in the cross training of team members.

(Miscellaneous)

• Adheres to internal controls and reporting structure.
• Performs related duties as required.

Salary Range:

Commensurate with experience

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.