Senior Administrative Assistant for Surgery - Houston, TX
Texas Medical Center-Houston, Texas
McGovern Medical School at UTHealth
Requisition #: 19000208
We are looking for a Senior Administrative Assistant to work with the physicians in our Surgery Department. This employee 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 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.
This person will have to support at least 6 faculty members of UTHealth which are both professors and providers. You will manage their calendars, update CVs, work on their travel, and make sure they have documentation around continuing education requirements. Administrative professionals who have worked in an academic environment or with surgeons will be given preference. You must be able to multi-task, and sometimes you will be required to travel to a clinic to deliver documents to the faculty. You must have a professional demeanor and be able to work independently. The faculty members travel a lot, so often your days will be dictated by your own ability to prioritize and organize.
This is a full time position that will work at our Medical School Building. It is full time and eligible for all UTHealth benefits including excellent healthcare coverage and a pension run by the State of Texas. This role is classified as non-exempt.
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. May assist with grant and contract 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. Maintains knowledge base of legal and regulatory requirements of files.
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 assisting 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 with analysis.
Regularly handles confidential information and sensitive issues.
Provides guidance and direction to lower level staff and is held accountable for their work.
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.
Generally serves as an administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.
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.
Other duties as assigned.
Advanced 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 required. Associates degree preferred.
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.
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
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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.