Senior Administrative Assistant - Psych & Behavioral Sciences

Houston, TX

Senior Administrative Assistant - Psych & Behavioral Sciences

Location: Houston, Texas

Hot

Category: Professional/Managerial

McGovern Medical School at UTHealth Houston

Requisition #: 240000FD

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 day, 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’ wellbeing 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 including entertainment, car rentals, cell phones, etc.

  • Resources for child and elder care

  • Plus many more!

Position Summary:

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

Direct support for Dean’s Office of Administration. (SBHS-DOA)

Adjunct appointments

Assist with coordinating faculty recruitment, itinerary, and travel arrangements.

Schedule meetings for senior executive faculty and staff, as needed.

Manage schedule of Associate Deans, Assist with scheduling meetings, manage conference rooms, Manage main email account, Manage right fax Manage main reception phone line

Position Key Accountabilities:

  1. Resolves routine inquiries and questions and responds to non-routine correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.

  2. Composes correspondence and memoranda; prepares graphs, tables and manuscripts; prepares reports and presentation materials. May assist with grant and contract materials.

  3. Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.

  4. Develops filing systems; maintains files, records and reports for assigned area. Maintains knowledge base of legal and regulatory requirements of files.

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

  6. Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures.

  7. May be responsible for or assisting with data entry and basic processing for the financial and/or human resources systems.

  8. Schedules meetings and rooms, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.

  9. May be required to maintain office supplies and equipment.

  10. Screens calls and emails and receives and directs visitors

  11. Retrieves information from departmental and/or project records and may produce reports with analysis.

  12. Regularly handles confidential information and sensitive issues.

  13. Provides guidance and direction to lower level staff and is held accountable for their work.

  14. May train entry level clerical staff. May lead support staff. May assist with interviewing, orientation and scheduling of staff. May provide input into lower level staff performance evaluations.

  15. Generally serves as an administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.

  16. Advises on and may draft policies and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.

  17. Other duties as assigned.

Certification/Skills:

Advanced 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 required. Associates degree preferred.

Minimum Experience:

Five (5) years related work experience required. May substitute required experience with equivalent years of education beyond the minimum education requirement.

Prior experience with scheduling, maintaining calendars, and travel itineraries required.

Prior experience preparing meeting materials or general reports preferred.

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 that relate to the initial selection criteria and registration or licensure requirements for this position 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.

If you are looking for a great healthcare career in Houston, visithttp://go.uth.edu/careers!

University of Texas Health Science Center at Houston (UTHealth)

Established in 1972 by The University of Texas System Board of Regents, The University of Texas Health Science Center at Houston (UTHealth) is Houston’s Health University and Texas’ resource for health care education, innovation, scientific discovery and excellence in patient care. The most comprehensive academic health center in the UT System and the U.S. Gulf Coast region, UTHealth Houston is home to schools of biomedical informatics, biomedical sciences, dentistry, nursing and public health and the John P. and Kathrine G. McGovern Medical School. UTHealth Houston includes The University of Texas Harris County Psychiatric Center, as well as the growing clinical practices UT Physicians, UT Dentists and UT Health Services. The university’s primary teaching hospitals are Memorial Hermann-Texas Medical Center, Children’s Memorial Hermann Hospital and Harris Health Lyndon B. Johnson Hospital.

UTHealth Benefits

UTHealth Houston offers a comprehensive and competitive benefits package. For more information on our benefits programs please refer to the UTHealth Houston Office of Benefits Website.

https://www.uth.edu/benefits/

Equal Employment Opportunity Statement

UTHealth Houston is committed to providing equal opportunity in all employment-related activities without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, gender identity or expression, veteran status or any other basis prohibited by law or university policy. Reasonable accommodation, based on disability or religious observances, will be considered in accordance with applicable law and UTHealth Houston policy. The University maintains affirmative action programs with respect to women, minorities, individuals with disabilities, and eligible veterans in accordance with applicable law.

UTHealthHoustonhas adopted a policy consistent with CMS regulations to protect our patients and university community from exposure to COVID-19. This policy affects all employees, residents, fellows, students, contractors, new hires, visiting scholars program participants, adjunct faculty, and volunteers who work, train, or collaborate at the John S. Dunn Behavioral Science Center.

In addition, all UTHealthHouston​​​​​​​employees who are assigned to work at a location that is subject to the affiliated partner’s hospital, clinical offices, or agency are required to abide by UTHealth’sHoustonrules and regulations, as well as the affiliate’s rules and regulations, including COVID-19 vaccination and safety requirements.

Work location is based on the needs of the department and may be adjusted.