Minimum Qualifications:
- Associates degree or equivalent and 2 years of office related experience.
Preferred Qualifications:
- Strong verbal, written, and interpersonal communication skills.
- Excellent organizational and time management abilities with strong attention to detail.
- Ability to manage multiple priorities across complex functional areas with a high degree of autonomy.
- Demonstrated ability to work effectively in a collaborative, team-oriented environment.
- Experience in an academic medicine or healthcare setting preferred.
- Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
- Experience with systems such as QGenda, Kronos, Epic, and MedRez preferred.
- Working knowledge of financial tracking, budgeting, and administrative operations
To manage, coordinate, and directly support the administrative, business management, and/or staff activities within a process/department. The Business Coordinator serves as a central point of contact to ensure efficient and effective administrative operations across multiple Pediatric specialty divisions, including Critical Care (PICU), Nephrology, Hematology, Cardiology, and Neonatology. This position delivers advanced administrative and operational support and is responsible for a broad range of functions, including coordinating meetings and travel, supporting recruitment and onboarding activities, maintaining credentialing and compliance records, monitoring divisional budgets and expenditures in collaboration with the division chief(s), and assisting with clinical and call schedule management.
Job Duties:
Administrative Support:
- Provide high-level administrative support to divisional faculty, staff, and division chief(s).
- Serve as backup for QGenda scheduling and manage physician clinic and on-call schedules, including updating and distributing schedules.
- Maintain and reconcile timekeeping in KRONOS for assigned divisions.
- Support recruitment efforts and coordinate onboarding activities for new hires.
- Process employee exit procedures, ensuring proper offboarding and return of UTMB property.
- Coordinate all aspects of visiting faculty, including approvals, travel, and itineraries.
- Maintain and regularly update faculty CVs and biosketches.
- Track and maintain records for licenses, certifications, malpractice insurance, and CME/CEU compliance.
- Prepare and submit Medical Staff Reappointments and licensure renewals for faculty and APPs.
- Schedule, coordinate, and organize meetings, appointments, and conference rooms.
- Manage and maintain Outlook calendars, including clinical schedules, meetings, and academic activities.
- Coordinate division meetings, including scheduling recurring monthly meetings, preparing agendas, and recording/distributing minutes.
- Provide administrative support for the educational mission as needed.
- Perform general administrative duties such as copying, scanning, filing, faxing, and distributing mail.
- Maintain office organization, including ensuring supplies are stocked and materials are readily available.
- Serve as a liaison with internal departments and external vendors regarding facilities, equipment, purchasing, and administrative operations.
- Ensure compliance with record retention policies and procedures.
- Support divisional operations with minimal supervision while exercising a high level of discretion and independent judgment.
- Assist other divisional administrative staff as needed and perform additional duties assigned by faculty or leadership.
Financial Management:
- Monitor and reconcile faculty and APP discretionary accounts on a monthly basis to ensure compliance with budget limits.
- Track and monitor divisional operating (M&O) and endowment budgets to prevent overspending.
- Process purchase orders (PO) and non-PO invoices and ensure timely vendor payments.
- Manage divisional inventory, including tracking supplies and coordinating procurement.
- Support financial reporting and maintain accurate records of expenditures.
Travel & Reimbursement Coordination:
- Coordinate all faculty and staff travel, including approvals, registrations, flights, lodging, and itineraries.
- Process travel authorizations, reimbursements, and expense reports in compliance with institutional policies.
- Manage payments for professional expenses such as memberships, licensing fees, and continuing education programs.
Salary Range:
Commensurate with experience
