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Business Coordinator - BMB Admin-Clerical - 67200

Company: University of Texas Medical Branch
Location: Galveston
Posted on: March 19, 2020

Job Description:

Min QualificationsAssociates degree or equivalent and 2 years of office related experience.JOB DESCRIPTION:To manage, coordinate, and directly support the administrative, business management, and/or staff activities within a process/department.Salary Range$38,800 - $48,500Specific Job Related DutiesFinance Related Tasks

  • Provide reconciliation of grants and contracts as requested by Principal Investigator
  • Maintain accurate files which include the monthly overhead adjusting journal vouchers and the indirect cost recovery analysis for each grant
  • Ensure that each expired grant is closed out properly according to the guidelines established with the grant
  • Reconcile 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.
  • Identify variances in expenditures and reports to customers as appropriate.
  • Coordinate the process' accounts receivable and posting revenues
  • Maintain detailed reports and records of accounting data
  • Assist in the preparation of detailed financial, statistical and annual reports
  • Assist in the preparation of comparative analysis reports and statements reflecting variations in the expenditures and revenues.
  • Assist in conducting cost studies regarding the process' charge structure/billing system
  • Coordinate and process 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 UTMB procurement rules and guidelines
  • Coordinate and process employee business expense reimbursements ensuring compliance with current UTMB policies and proceduresSoftware related tasks
    • Types finished copies of correspondence and reports from speedwriting or shorthand notes, Dictaphone machine, or rough drafts
    • Type routine, complex and/or confidential documents utilizing specialized computer software package (e.g., presentations, flow charts, etc.)
    • Compose correspondence and memorandums in appropriate business letter format.
    • Proofread all completed assignments for grammar, format and structureCreate, maintain and manipulate databases and spreadsheets
    • Initiate action plan to develop skills and knowledge to stay current with evolving office technologies and work demandsClerical tasks - filing, scheduling, reports, etc.
      • Develop area/process office record keeping systems
      • Compile data for necessary reports and develop reports that are user friendly
      • Schedule, coordinate and organize appointments, meetings and rooms
      • Coordinate meeting notifications and prepare agendas
      • File process/area records, reports correspondence and other documents maintaining files in accordance with the current Record Retention Schedule
      • Perform miscellaneous clerical tasks, such as making copies, filing, faxing information and maintaining area bulletin boards
      • Sort, stamp and distribute incoming mail and prepare outgoing mail
      • Serve 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 assist 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 vendorsMiscellaneous
          • Adhere to internal controls and reporting structure
          • Support and assist in the cross training of team members
          • Analyze and standardize procedures for improved efficiencies
          • Prioritize daily work assignments
          • Perform related duties as requiredPreferred Work ExperienceWork experience preferred and/or skilled in account reconciliationEqual Employment OpportunityUTMB Health strives to provide equal opportunity employment without regard to race, color, national origin, sex, age, religion, disability, sexual orientation, gender identity or expression, genetic information or veteran status. As a VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities. Req id: 67200

Keywords: University of Texas Medical Branch, Galveston , Business Coordinator - BMB Admin-Clerical - 67200, Administration, Clerical , Galveston, Texas

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