Administrative Coordinator - Surgery Administration (Onsite)

Minimum Qualifications:

Bachelor's degree or equivalent in related field; 2 years related experience.

Job Summary:

To provide professional guidance, supervision, and coordination in the administrative duties of a department.

Job Duties:

• Executes, with minimal direction, administrative duties, including managing time-critical, sensitive, and/or confidential information.
• Plans, organizes and coordinates administrative duties for the Department of Surgery – Division(s) of Oncology and Colorectal Surgery
• Provides administrative support to faculty, and staff in support of the Department's goals and objectives including but not limited to confidential and daily correspondence, updating faculty curriculum vitae, maintaining office files and records, scheduling meetings, preparing meeting agendas, and coordinating teaching materials as needed.
• Coordinates and processes employee travel arrangements, reimbursements, as well as non-PO vouchers and internal billing requests, and ensures all Departmental bills are paid on time, ensuring compliance with current Departmental and Institutional policies and procedures.
• Provides back-up administrative support to the Department as needed.
• Coordinates departmental purchasing of office supplies, and other approved items as needed.
• Coordinates the credentialing process for all faculty ensuring that their paperwork is completed ahead of the deadlines.
• Supports and coordinates educational activities within the Department.
• Collaborates with internal and external entities as needed.
• Answers phones and responds to correspondence.
• Works cooperatively and collaboratively with other leaders and staff members to create a high-functioning team that sets and achieves goals.
• Composes correspondence and memoranda in appropriate business letter format including proofreading all completed assignments for grammar, format, and structure.
• Performs miscellaneous clerical tasks, such as making copies, filing, faxing information, and maintaining area bulletin boards.
• Ensures AMCOM Call and QGenda Schedules are entered in each month.
• Sorts, stamps, and distributes incoming mail and prepares outgoing mail.
• Supports the Department by performing all other duties as assigned.
• Adheres to internal controls and reporting structure.
  
  

Preferred Qualifications:

• Incumbent must show ability to work with all levels of management, faculty, and staff.
• Knowledge and experience working with Excel spreadsheets.
• Familiar with Microsoft Office, PeopleSoft, Kronos Timekeeping System, and Epic EMR.
• Must possess excellent verbal, written, organizational, and interpersonal skills.
• Ability to multi-task to support diverse areas within the administrative team.
• Prior administrative support 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.

Primary Location

United States-Texas-Galveston

Work Locations

0527 - John Sealy Annex

Job

Clerical & Administrative Support

Organization

UTMB Health

Regular

Shift

Standard

Employee Status

Supervisor

Job Level

Day Shift

Job Posting

Mar 21, 2025, 11:40:48 AM