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Business Coordinator, BMB Admin/Clerical

Company: The University of Texas Medical Branch
Location: Galveston
Posted on: November 16, 2022

Job Description:

Job Description: To manage, coordinate, and directly support the administrative, 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. 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, journalvouchers, and purchase orders to verify accuracy of posting and receipt of payment forservices 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 reflectingvariations 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 ensuringcompliance with current UTMB Travel Guidelines.
  • Process requisitions for routine, non-routine, and capital equipment purchases inaccordance with current UTMB procurement rules and guidelines.
  • Coordinates and processes employee business expense reimbursements ensuringcompliance with current UTMB policies and procedures. (Software related tasks)
    • Types finished copies of correspondence and reports from speedwriting or shorthandnotes, Dictaphone machine, or rough drafts.
    • Types routine, complex, and/or confidential documents utilizing a typewriter, wordprocessor, 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 officetechnologies & 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 maintainingfiles 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 inventorycontrol, building services, equipment and maintenance repair, purchasing, safety, andother administrative matters. (Customer Service)
        • Interacts with customers toward effective problem resolution and assists with questionsregarding 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-dayactivities.
        • Ability to think independently and make decisions as necessary.
        • May interface with leadership at UT Components, city, and/or state government agenciesor outside vendors. (Miscellaneous)
          • Analyzes and standardizes procedures for improved efficiencies.
          • Prioritizes daily work assignments.
          • Supports and assists in the cross training of team members.
          • Adheres to internal controls and reporting structure.
          • Performs related duties as required. Minimum Qualifications: Associates degree or equivalent and 2 years of office related experience. 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.Compensation

Keywords: The University of Texas Medical Branch, Galveston , Business Coordinator, BMB Admin/Clerical, Other , Galveston, Texas

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