The University of Texas Medical Branch
Business Coordinator (Basic Science & Translational Research - Galveston)
The University of Texas Medical Branch, Galveston, Texas, United States, 77554
Business Coordinator (Basic Science & Translational Research - Galveston)
Posted 4 days ago. Be among the first 25 applicants.
Required Education / Experience Associate’s degree or equivalent and 2 years of office related experience.
Preferred Qualifications
Prior experience supporting faculty in a high-volume research or academic laboratory setting strongly preferred.
Proficiency with PeopleSoft (e-Pro, expense reports, vouchers, ISC).
Experience with DataMart, Kronos, and Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
Strong organizational and multitasking skills with attention to detail.
Excellent verbal and written communication abilities.
Job Summary The Business Coordinator serves as the central administrative and business operations support for the Division of Basic Science & Translational Research. This role is highly visible, fast‑paced, and requires exceptional organizational, financial, and communication skills to support division leadership, faculty, staff, and students. The coordinator will manage a broad range of administrative, financial, and operational responsibilities critical to advancing the division’s scientific mission.
Job Duties Administrative Support
Provide executive administrative support to the Division Director, faculty, staff, and students.
Manage the Director’s complex calendar, ensuring time is preserved for strategic priorities.
Plan, prepare, and oversee all aspects of meetings, including agendas, invitations, minutes, and hosting virtual meetings (Teams/Zoom).
Draft, edit, and proofread correspondence, memorandums, and reports; prepare presentations and project materials.
Maintain faculty curriculum vitae and bio sketches.
Perform receptionist duties such as answering phones, routing calls, and greeting visitors.
Manage records and filing systems in accordance with the institutional Record Retention Schedule.
Coordinate travel arrangements (domestic and international) including flights, hotels, conference registration, reimbursements, and compliance with UTMB travel guidelines.
Process invoices, POs, animal orders, supply requests, and vendor payments.
Act as liaison with other departments regarding inventory control, facilities, purchasing, safety, and building services.
Serve as Kronos timekeeper, managing time adjustments, leave, FMLA entries, and approvals.
Assist faculty with IRB and IACUC submissions, progress reports, and annual renewals.
Financial Management
Reconcile department and faculty accounts by reviewing monthly ledger reports, invoices, vouchers, and purchase orders, and maintain accurate records.
Identify and report expenditure variances; assist with corrective actions as needed.
Prepare financial, statistical, and annual reports to support divisional planning.
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 Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.
Location / Working Conditions Primary Location: United States-Texas-Galveston
Work Location: 1062 - Medical Research Bldg
Job Function: Administrative
Industry: Hospitals and Health Care
Employment Type: Full-time
Seniority Level: Entry level
Shift: Standard
Employee Status: Supervisor
Job Level: Day Shift
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Required Education / Experience Associate’s degree or equivalent and 2 years of office related experience.
Preferred Qualifications
Prior experience supporting faculty in a high-volume research or academic laboratory setting strongly preferred.
Proficiency with PeopleSoft (e-Pro, expense reports, vouchers, ISC).
Experience with DataMart, Kronos, and Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
Strong organizational and multitasking skills with attention to detail.
Excellent verbal and written communication abilities.
Job Summary The Business Coordinator serves as the central administrative and business operations support for the Division of Basic Science & Translational Research. This role is highly visible, fast‑paced, and requires exceptional organizational, financial, and communication skills to support division leadership, faculty, staff, and students. The coordinator will manage a broad range of administrative, financial, and operational responsibilities critical to advancing the division’s scientific mission.
Job Duties Administrative Support
Provide executive administrative support to the Division Director, faculty, staff, and students.
Manage the Director’s complex calendar, ensuring time is preserved for strategic priorities.
Plan, prepare, and oversee all aspects of meetings, including agendas, invitations, minutes, and hosting virtual meetings (Teams/Zoom).
Draft, edit, and proofread correspondence, memorandums, and reports; prepare presentations and project materials.
Maintain faculty curriculum vitae and bio sketches.
Perform receptionist duties such as answering phones, routing calls, and greeting visitors.
Manage records and filing systems in accordance with the institutional Record Retention Schedule.
Coordinate travel arrangements (domestic and international) including flights, hotels, conference registration, reimbursements, and compliance with UTMB travel guidelines.
Process invoices, POs, animal orders, supply requests, and vendor payments.
Act as liaison with other departments regarding inventory control, facilities, purchasing, safety, and building services.
Serve as Kronos timekeeper, managing time adjustments, leave, FMLA entries, and approvals.
Assist faculty with IRB and IACUC submissions, progress reports, and annual renewals.
Financial Management
Reconcile department and faculty accounts by reviewing monthly ledger reports, invoices, vouchers, and purchase orders, and maintain accurate records.
Identify and report expenditure variances; assist with corrective actions as needed.
Prepare financial, statistical, and annual reports to support divisional planning.
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 Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.
Location / Working Conditions Primary Location: United States-Texas-Galveston
Work Location: 1062 - Medical Research Bldg
Job Function: Administrative
Industry: Hospitals and Health Care
Employment Type: Full-time
Seniority Level: Entry level
Shift: Standard
Employee Status: Supervisor
Job Level: Day Shift
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