Administrative Assistant for Administration and Faculty Affairs Office at UTHealth in Houston, Texas

Job Description:

We seek an Administrative Assistant to work in our Administration and Faculty Affairs Office at McGovern Medical School (MMS). This position performs general business, financial, and routine tasks under general supervision. This role requires a comprehensive knowledge of various regulations, policies, procedures, and business practices.

This role's main focus will be triage, handling, and processing inquiries and requests through the general e-mail inbox. This position may help review recruitment requests for faculty and staff physician positions. This position will also handle financial transactions such as purchase orders, reimbursements, and travel requests. Moreover, this role may support faculty entities with administrative tasks and event coordination. Clerical duties may include data entry, screening phone calls, scanning and uploading documentation to our internal databases, and scheduling meetings. Other duties may be assigned as the role grows and the person's understanding of the department deepens.

This position will require working closely with our deans, faculty, and staff in the medical school. We prefer candidates with at least a four-year degree, and you must be able to communicate effectively and be very detail-oriented. Candidates with at least 1 year of general office experience are preferred. You must take a proactive approach and adhere strictly to deadlines. This role requires impressive organizational skills and someone resourceful. Someone with a collaborative spirit and a team player mindset is necessary.

This is currently a full-time hybrid position that is eligible for all UTHealth benefits, including low-cost healthcare options and a retirement program administered by the State of Texas. The office is inside our McGovern Medical School Building within the Dean's Office. This facility is located in the heart of the Texas Medical Center and is accessible by all Metro services, including bus and train lines. The role is classified as non-exempt and will be compensated hourly.

What we do here changes the world. UTHealth Houston is Texas' resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That's where you come in.

Once you join us, you won't want to leave. It's because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you'd expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 100% paid medical premiums for our full-time employees
• Generous time off (holidays, preventative leave days, both vacation and sick time - all of which equates to around 37-38 days per year)
• The longer you stay, the more vacation you'll accrue!
• Longevity Pay (Monthly payments after two years of service)
• Build your future with our awesome retirement/pension plan!

We take care of our employees! As a world-renowned institution, our employees' well-being is important to us. We offer work/life services such as...

• Free financial and legal counseling
• Free mental health counseling services
• Gym membership discounts and access to wellness programs
• Other employee discounts include entertainment, car rentals, cell phones, etc.
• Resources for child and elder care
• Plus, many more!

Position Summary:

Provides general administrative support to a department or group of professionals under general supervision. Performs work that is varied and generally administrative and/or project-oriented. Work occasionally requires the use of initiative and judgment. This position may provide secretarial support. Departments may provide additional guidance with a departmental position description.

Position Key Accountabilities:

1. Triage, handle, and process items in the general e-mail inbox. Handles basic to moderately complex inquiries.

2. Advises on policy and processes as assigned by leadership. Is responsible for making routine decisions and judgment calls.

3. Review recruitment requests for faculty and staff physician positions.

4. Schedules meetings and rooms, invites participants and arranges refreshments and equipment as needed for events. May coordinate events and be required to be onsite for those events.

5. May serve as administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities, and operations.

6. Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.

7. Clerical duties, including data entry, screen phone calls, scanning, and uploading documentation to our internal databases.

8. Help maintain calendars and travel itineraries; coordinate related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.

9. May assist in compiling data or producing reports using required knowledge of departmental, project, and/or university policies and procedures.

10. May be responsible for or assist with data entry and basic processing for the financial, procurement, and/or human resources systems.

11. Handles confidential information and sensitive issues.

12. Provide backup for other staff as needed.

13. Other duties as assigned.

Certification/Skills:

Working knowledge of standard Office Software such as Word, Excel, PowerPoint, and Outlook is required.
Use of University financial systems may be required.

Minimum Education:

High School diploma or equivalent.
Associate's degree preferred.

Minimum Experience:

Four (4) years related work experience required.
Prior experience with scheduling, maintaining calendars, and travel itineraries required.
Prior experience preparing meeting materials or general reports is preferred.
May substitute required experience with equivalent years of education beyond the minimum education requirement.

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

Veteran Information:

Military occupations related to this position's initial selection criteria and registration or licensure requirements may include but are not limited to 001802, 2605, 0111, 3F561,68G, 70A, 70B, 70E.

For a complete list, please visit www.uthealth-veterans.jobs .

Residency Requirement:

Employees must permanently reside and work in the State of Texas.

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