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UT Health Senior Administrative Coordinator in Employee Assistance Programs in Texas Medical Center-Houston, Texas

Senior Administrative Coordinator in Employee Assistance Programs

Texas Medical Center-Houston, Texas

Professional/Managerial

UTHealth Administration

Requisition #: 22000003

Position Summary:

We are looking for a Senior Administrative Coordinator who will work to support the executive and assistance directors in the the office of Employee Assistance and Well-Being programs. This employee provides general and varied business, financial, copywriting, transcript proofing and publishing support for operational processes, planning and formatting of complicated documents, ordering promotional materials all based on budget parameters. Makes general to complex business process decisions requiring a comprehensive knowledge of a wide range of internal and external regulations, policies, procedures and business practices. This team works with employees throughout UTHealth that are inquiring about or using our employee assistance and health and wellness plans. You need to be a "people person" at your core, and strive to provide positive experiences with every interaction. This role will also require someone who is detail-oriented and can provide deliverables in a timely manner.

The Senior Administrative Coordinator in Employee Assistance Programs will manage calendars of the executive director with key executives and leaders within the university. You will need to arrange travel, and help coordinate events as part of your routine tasks. Budgets for supplies and materials are managed by this employee, so we need someone with extreme attention to detail. Demonstrated creative problem solving, organizational and negotiating skills are required to improve the success of the department. Microsoft Outlook tools will need to be something this person is extremely adept in using the software suite to create various documents, reports, and slides for presentations. This person will also coordinate with the business operations manager on procurement, processing of invoicing for the department EAP and Wellness programs.

This is a full time position that is classified as salaried but non-exempt. The role is eligible for all UTHealth benefits including healthcare coverage and participation in a pension plan administered by the State of Texas. You will be officing out of our University Center Tower which is in the heart of the Texs Medical Center. The building is on both bus and rail service lines from Metro.

Position Key Accountabilities:

  1. Coordinates the day to day business and financial processes. May trend past performance and forecast future financials.

  2. Verifies accuracy of all personnel and payroll transactions to conform to university policies and procedures and ensures actions are prepared and processed in a timely manner.

  3. Regularly handles confidential information and sensitive issues.

  4. Reviews personnel action forms regarding: appointments, promotions, separations, salary increases and fund source changes. Ensures the necessary approvals are secured.

  5. Coordinates and schedules Human Resources activities including recruiting and selection for classified staff.

  6. Monitors open encumbrances. Monitors expenditures and provides a report on the budget status as requested. Provides a comparison between actual and budget.

  7. Monitors travel, purchasing, payroll, timekeeping, contracts and grants.

  8. Responsible for acquisition of documents needed to monitor adherence to grant or program requirements.

  9. Maintains departmental equipment and space inventories.

  10. Monitors fund sources to verify accuracy to budgetary restrictions. Takes necessary steps to comply with restrictions.

  11. Provides approval of purchase requisitions based on established signature authority guidelines.

  12. May direct and manage the daily activities of the department/program through administrative staff.

  13. May create and edit various communications materials for the department/program, which may include printed materials, web site content and/or department newsletters.

  14. May train entry level support 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 business and financial issues on purchasing, personnel, facilities and operations.

  16. Advises on financial and business practices, may draft policies and procedures as assigned by supervisor.

  17. Responsible for making routine business and financial decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.

  18. Other duties as assigned.

Certification/Skills:

Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.

Minimum Education:

Bachelor’s degree in business related field required. Equivalent level of education and/or experience may substitute for education requirement.

Minimum Experience:

Three (3) years related work experience required.

Prior experience in finance, accounting, business administration or business management required.

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

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 Benefits

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

https://www.uth.edu/benefits/benefits-summary.htm

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.

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