Administrative Assistant - McWilliams School of Biomedical Informatics - 2400036T

UT Health • Houston, TX

402d • Onsite

About The Position

The Administrative Assistant at UTHealth Houston's McWilliams School of Biomedical Informatics plays a crucial role in providing general administrative support to various departments. This position involves managing schedules, travel arrangements, and correspondence, while ensuring compliance with university policies. The role is hybrid after an initial training period, allowing for flexibility in work arrangements.

Requirements

• High School diploma or equivalent required; Associate's degree preferred.
• 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 preferred.
• Working knowledge of standard Office Software such as Word, Excel, PowerPoint, and Outlook is required.
• Use of University financial systems may be required.

Nice To Haves

• Knowledge of Coupa and FMS/PeopleSoft will be helpful.

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 all University, governmental, and/or grant policies and guidelines.
• Develops filing systems; maintains files, records, and reports for assigned 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.
• May be responsible for or 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.
• 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.
• Handles confidential information and sensitive issues.
• Provides back-up for other support staff as needed.
• May provide guidance and direction to lower level staff. May train entry level clerical staff. May lead support staff.
• May serve as administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities, and operations.
• May be assigned routine budget or financial responsibilities by supervisor.
• May maintain or reconcile financial records/reports.
• Advises on policy and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls.
• Other duties as assigned.

Benefits

• 100% paid medical premiums for full-time employees.
• Generous time off (holidays, preventative leave day, both vacation and sick time - around 37-38 days per year).
• Longevity Pay (Monthly payments after two years of service).
• Retirement/pension plan.
• Free financial and legal counseling.
• Free mental health counseling services.
• Gym membership discounts and access to wellness programs.
• Employee discounts including entertainment, car rentals, cell phones, etc.
• 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