Support Assistant for the Medical School Dean's Office - Houston, TX
Texas Medical Center-Houston, Texas
McGovern Medical School at UTHealth
Requisition #: 180001ID
We are looking for a support assistant to work in the dean's office of our medical school. This role functions primarily as the front desk and receptionist for a very active are in the university. You must have great customer service and communication skills to qualify. This is a second step entry level job that performs routine tasks under generally defined supervision. You will perform a variety of moderately complex clerical tasks to support assigned area. This position may provide secretarial support.
There are some procurement functions in this role, so it would be helpful if you know your way around an Excel spreadsheet. You will handle granting building access and working on parking contracts. There are some budget tasks that are associated with this position. Most of the responsibilities are routine, and this would be a great first job for someone out of school who has some experience under their belt in an office setting.
Position Key Accountabilities:
Responds to non-routine correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
Drafts correspondence and memoranda; prepares graphs, tables and manuscripts; prepares reports and presentation materials.
Schedules and maintains calendars, travel itineraries, and coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
May maintain and reconcile assigned financial records/ reports for 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.
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.
Maintains office supplies and equipment.
Screens calls and emails and receives and directs visitors.
Retrieves information from departmental and/or project records.
May handle confidential information and sensitive issues.
May train entry level clerical staff.
Handles basic to moderately complex inquiries.
May be assigned routine budget or financial responsibilities by supervisor.
Advises on policy and processes as assigned by supervisor.
Other duties as assigned.
Working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
FMS training with a passing score may be required.
Use of University financial systems may be required.
High School diploma or equivalent.
Three (3) years of general office experience. May substitute required experience with equivalent years of education beyond the minimum education requirement.
Prior experience scheduling and maintaining calendars & travel itineraries.
Prior experience with 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
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.