Administrative Assistant/Sr. Administrative Assistant - Dept. of Surgery

UTHealth Houston • Houston, TX

11d • Hybrid

About The Position

The Department of Surgery is seeking an Administrative Assistant to support 6–10 academic surgeons. The position is solely administrative and has no clinic or patient-care responsibilities. Remote work is permitted one day per week after completing the initial six-month probationary period.

Under general supervision, the role provides general administrative support to a department or group of professionals. Work is varied and generally administrative or project-oriented, sometimes requiring initiative and judgment, and may include secretarial support. The position may involve routine decisions, confidential information, administrative coordination, and backup support for other staff. Employees must permanently reside and work in Texas.

Requirements

• High school diploma or equivalent.
• Four years of related work experience; equivalent years of education beyond the minimum education requirement may be substituted.
• Prior experience scheduling and maintaining calendars and travel itineraries.
• Working knowledge of standard office software, including Word, Excel, PowerPoint, and Outlook.
• Must permanently reside and work in Texas.
• Must meet the security-sensitive position requirements described in the posting.

Nice To Haves

• Associate degree.
• Experience preparing meeting materials or general reports.

Responsibilities

• Resolve routine inquiries and respond to non-routine correspondence or telephone contacts within established guidelines.
• Compose correspondence and memoranda; prepare graphs, tables, manuscripts, reports, and presentation materials.
• Schedule and maintain calendars and travel itineraries, coordinating arrangements in accordance with applicable policies and guidelines.
• Develop filing systems and maintain files, records, and reports.
• Receive, classify, reconcile, consolidate, and summarize documents and information.
• Compile data from reports using knowledge of departmental, project, and university policies and procedures.
• Assist with or perform data entry and basic processing for financial and human resources systems.
• Schedule meetings and rooms, invite participants, arrange refreshments and equipment, and, when needed, prepare and distribute meeting minutes.
• Maintain office supplies and equipment as required.
• Screen calls and emails and receive and direct visitors.
• Retrieve information from departmental or project records and produce reports as needed.
• Handle confidential information and sensitive issues.
• Provide backup for other support staff.
• Provide guidance to lower-level staff, train entry-level clerical staff, or lead support staff as needed.
• Serve as an administrative liaison on purchasing, personnel, facilities, and operational issues.
• Perform routine budget or financial responsibilities as assigned, including maintaining or reconciling financial records and reports.
• Advise on policies and processes as assigned and make routine decisions and judgment calls.
• Perform other duties as assigned.

Benefits

• 100% paid medical premiums for full-time employees.
• Approximately 37–38 days per year of time off, including holidays, a preventative leave day, vacation, and sick time.
• Vacation accrual increases with length of service.
• Monthly longevity payments after two years of service.
• Retirement and 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, and cell phones.
• Resources for child and elder care.

What This Job Offers

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