Business Coordinator - Laboratory Client Services **Galveston, Texas, United States** **New** Clinical Laboratory UTMB Health Requisition # 2503988 **_REQUIRED EDUCATION / EXPERIENCE:_** Associate’s degree or equivalent and 2 years of office related experience. **_JOB SUMMARY:_** To manage, coordinate, and directly support the administrative and business management, and/or staff activities within a Process/Department. (Ability to perform tasks and responsibilities on own initiative ensuring process and operational continuity of various administrative and business management activities.) **_MAJOR DUTIES / CRITICAL TASKS:_** (Financial related tasks) + Serves as Accountable Property Officer for the Process/Department maintaining property accounting records including the acquisition of new or disposal of obsolete equipment and conducts annual physical inventory of capital equipment. + Assists in the development of Process budget. + Monitors current status of the Process budget including income and expenditures. + 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. (HR related tasks) + Coordinates personnel matters, including the coordination of the hiring, separation, and evaluation processes, withHuman Resourcesensuring compliance with current policies, procedures, and practices. + Processes and monitors status of personnel action forms such as promotions, transfers, and disciplinary action including record maintenance. + Key Control Officer for the Process/Department. + Provides new and existing staff with Process orientation of Performance Management Program, Personal Development Program, and the interpretation of Human Resourcespolicies and procedures. + Coordinates and enters employee time and attendance utilizing on-line reporting system verifying the correctness and completeness of data entered. + Verifies and reconciles payroll issues and distributes employee payroll. + Assists in the development of area policies and procedures ensuring compliance with applicable rules and regulations. + Serves as departmental liaison withHuman Resourcesin regards to employee disciplinary and grievance issues. (Miscellaneous) + Initiates improvements in work process/environment. + Analyzes and standardizes procedures for improved efficiencies. + Prioritizes daily work assignments. + Contributes ideas and suggestions for improvements to the process. + Supports and assists in the cross training of team members. + Good overall knowledge of Non-Exempt Administrative Support role skills. + Adheres to internal controls and reporting structure. + Performs related duties as required. **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. Compensation