Administrative Assistant (Children's Learning Institute)

UTHealth Houston•, TX

About The Position

UTHealth Houston Children's Learning Institute is hiring an Administrative Assistant to support the Admin/Purchasing team with purchasing, financial, and operational administrative tasks, coordinate travel, and support department operations. The role collaborates with team members, provides backup support as needed, and helps ensure efficient day-to-day office functions while following established policies and procedures. Under general supervision, this position provides general administrative support to a department or group of professionals. Work is varied and generally administrative and/or project-oriented, and may occasionally require initiative and judgment. The position may also provide secretarial support, with further guidance described in a departmental position description. The role requires working knowledge of standard office software, including Word, Excel, PowerPoint, and Outlook. Use of University financial systems may be required. Employees must permanently reside and work in Texas. This is a security-sensitive position.

Requirements

High school diploma or equivalent.
Four years of related work experience required; 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.
Ability to permanently reside and work in Texas.
Ability to meet the requirements of a security-sensitive position.

Nice To Haves

Associate degree preferred.
Prior experience preparing meeting materials or general reports preferred.
Experience using University financial systems may be required.

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 compliance with applicable University, governmental, and grant policies and guidelines.
Develop filing systems and maintain files, records, and reports for the assigned area.
Receive, classify, reconcile, consolidate, and/or summarize documents and information.
Compile data from reports using knowledge of departmental, project, and/or University policies and procedures.
Perform or assist with data entry and basic processing for financial and/or human resources systems, as assigned.
Schedule meetings and rooms, invite participants, and arrange refreshments and equipment; prepare and distribute meeting minutes when needed.
Maintain office supplies and equipment when required.
Screen calls and emails, and receive and direct visitors.
Retrieve information from departmental and/or project records and produce reports as needed.
Handle confidential information and sensitive issues.
Provide backup for other support staff as needed.
Provide guidance or direction to lower-level staff, train entry-level clerical staff, or lead support staff as assigned.
Serve as an administrative liaison regarding purchasing, personnel, facilities, and operations.
Perform routine budget or financial responsibilities and maintain or reconcile financial records and reports as assigned.
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.
Generous time off, including holidays, a preventative leave day, vacation, and sick time, totaling approximately 37–38 days per year.
Increasing vacation accrual with length of service.
Longevity pay through 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, and cell phones.
Resources for child and elder care.