Administrative Assistant in the Office of the President

Texas Medical Center-Houston, TX

Administrative Assistant in the Office of the President

Location: Texas Medical Center-Houston, Texas

Category: Professional/Managerial

UTHealth Houston General Administration

Requisition #: 240000TJ

UTHealth Houston is looking for an Administrative Assistant to work in the reception area of our Office of the President. This employee provides general administrative support to a 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 provides secretarial and receptionist support. This is a key role in the Office of the President because you will become the first contact visitors and guests will interact with when dealing with our leadership. You will direct people and help set up crucial meetings. This will include making sure everything required is there, including technical aspects, seating, and supplies.

There will also be clerical duties involved, and managing FMS transactions in COUPA will be a task that this administrative assistant deals with regularly. Experience with the University’s financial system is a plus. You will manage supplies and ensure the department is fully stocked with what is needed to operate daily.

You will be working on-site on the seventeenth floor of the University Center Tower. There is a dress code, and employees should be able to maintain a professional demeanor in all situations. You must also be a trusted member of a team that is often working on sensitive and confidential projects. This is an exciting opportunity to work side by side with the people who run UTHealth Houston!

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’ 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 Key Accountabilities:

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

  2. Composes correspondence and memoranda; prepares graphs, tables, and manuscripts; prepares reports and presentation 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 areas.

  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, invite 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.

  12. Handles confidential information and sensitive issues.

  13. Provides backup for other support staff as needed.

  14. May provide guidance and direction to lower-level staff. May train entry-level clerical staff. May lead support staff.

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

  16. Their supervisors may assign them routine budgets or financial responsibilities.

  17. May maintain or reconcile financial records/reports.

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

  19. 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 and higher 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 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.