• Business Coordinator (Basic Science…

    UTMB Health (Galveston, TX)


    Business Coordinator (Basic Science & Translational Research - Galveston)

     

    Galveston, Texas, United States

     

    New

     

    Business, Managerial & Finance

     

    UTMB Health

     

    Requisition # 2505974

    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 multiple members of the division’s 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. Maintain accurate and detailed reports and records of accounting data.

    + 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.

     

    Compensation