Administrative Assistant - Central Administration

UT Health • Houston, TX

396d

About The Position

The Administrative Assistant at UTHealth Houston plays a crucial role in providing essential administrative support to ensure the efficient operation of the office. This position involves managing schedules, handling correspondence, maintaining records, and performing various administrative tasks under general supervision. The ideal candidate is highly organized and detail-oriented, contributing to the overall effectiveness of the department.

Requirements

• High school diploma or GED required; Associate's degree preferred.
• Four years of related work experience required.
• Working knowledge of standard Office Software such as Word, Excel, PowerPoint, and Outlook is required.
• Prior experience with scheduling, maintaining calendars, and travel itineraries required.
• Prior experience preparing meeting materials or general reports preferred.

Nice To Haves

• Experience with University financial systems.

Responsibilities

• Resolves routine inquiries and questions and responds to non-routine correspondence or telephone contacts.
• 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 policies and guidelines.
• Develops filing systems; maintains files, records, and reports for assigned area.
• Receives, classifies, reconciles, consolidates, and summarizes documents and information.
• Compiles data from reports using knowledge of departmental, project, and university policies and procedures.
• Assists with data entry and basic processing for 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 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 and train entry level clerical staff.
• May serve as administrative liaison with others regarding administrative issues on purchasing, personnel, facilities, and operations.
• May maintain or reconcile financial records/reports.

Benefits

• Health insurance
• Pension plan
• Employee discount
• Gym membership
• 100% paid medical premiums for full-time employees
• Generous time off equating to around 37-38 days per year
• Longevity Pay after two years of service
• Free financial and legal counseling
• Free mental health counseling services
• Gym membership discounts and access to wellness programs
• Resources for child and elder care

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED