Administrative Assistant in the Dean's Office - Houston, TX
Texas Medical Center-Houston, Texas
McGovern Medical School at UTHealth
Requisition #: 19000299
We are looking for an administrative assistant who will work in the dean's office of our Medical School. This employee 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 use of initiative and judgment. This position may provide secretarial support. You will support a department that includes the dean and the staff of the Medical School.
Location: McGovern Medical School on Fannin Street
Department: Dean's Office
Job Status : Full-Time, Non-exempt
The most crucial thing for this job is communication. You must present a professional appearance in how you look, how you speak, and how you write. You will be working with visitors who are officials in government and high up in UTHealth's administration. This Administrative Assistant will often be the first impression of the Dean's office. You will make sure visitors make it to the right area and have a smooth experience when coming to an appointment.
You must have good skills with both Outlook and Microsoft Office - they are tools you will use on a daily basis. This employee will be in charge of reimbursements, so any clerical or simple accounting function experience will be an asset. This person will order supplies and manage the conference rooms in the building. They will create correspondence for the Dean's Office. This area is fast paced. It will require someone who can handle working at a continuously moving pace that can juggle several tasks simultaneously.
Part of the job will include coordinating travel for the dean and the staff. You should know how to book flights, insure necessary codes are used, and manage the process for reimbursement and verification of expenses. In addition to travel you will also organize meetings and events. This may include bookings spaces and making sure that catering and appropriate resources are coordinated.
This is a full time role that works days Monday through Friday. It is eligible for full benefits including healthcare and a State run retirement plan.
Position Key Accountabilities:
Resolves routine inquiries and questions and responds to non-routine correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
Composes correspondence and memoranda; prepares graphs, tables and manuscripts; prepares reports and presentation materials.
Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
Develops filing systems; maintains files, records and reports for assigned area.
Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.
Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures.
May be responsible for or assists with data entry and basic processing for the financial and/or human resources systems.
Schedules meetings and rooms, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.
May be required to maintain office supplies and equipment.
Screens calls and emails and receives and directs visitors.
Retrieves information from departmental and/or project records and may produce reports.
Handles confidential information and sensitive issues.
Provides back-up for other support staff as needed.
May provide guidance and direction to lower level staff. May train entry level clerical staff. May lead support staff.
May serve as administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.
May be assigned routine budget or financial responsibilities by supervisor.
May maintain or reconcile financial records/reports.
Advises on policy and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls.
Other duties as assigned.
Working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
Use of University financial systems may be required.
High School diploma or equivalent.
Associates degree preferred.
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 preferred.
May substitute required experience with equivalent years of education beyond the minimum education requirement.
Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.
This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215
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 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 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 offers a comprehensive and competitive benefits package. For more information on our benefits programs please refer to the UTHealth Office of Benefits Website.
Equal Employment Opportunity Statement
UTHealth 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 policy. The University maintains affirmative action programs with respect to women, minorities, individuals with disabilities, and eligible veterans in accordance with applicable law.