Administrative Assistant (Housing) - Part Time

UTHealth Houston•Houston, TX

2d•Onsite

About The Position

The Administrative Assistant provides administrative and project support to a department or team, handling correspondence, scheduling, recordkeeping, reports, meetings, travel arrangements, and office operations. Serves as a resource for routine inquiries, maintains confidential information, assists with financial and HR-related processes, coordinates administrative activities, and may provide guidance or training to support staff. Performs additional duties as assigned. Provides general administrative support to a department or group of professionals under general supervision. Performs work that is varied and generally administrative and/or project oriented. Work occasionally requires use of initiative and judgment. This position may provide secretarial support. Departments may provide additional guidance with a departmental position description.

Requirements

Working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
Use of University financial systems may be required.
High School diploma or equivalent.
Four (4) years related work experience required.
Prior experience with scheduling, maintaining calendars, and travel itineraries required.
Employees must permanently reside and work in the State of Texas.

Nice To Haves

Associates degree preferred.
Prior experience preparing meeting materials or general reports preferred.
May substitute required experience with equivalent years of education beyond the minimum education requirement.

Responsibilities

Resolves routine inquiries and questions and responds to non-routine correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
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 our full-time employees
Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37-38 days per year)
The longer you stay, the more vacation you’ll accrue!
Longevity Pay (Monthly payments after two years of service)
Awesome retirement/pension plan
Free financial and legal counseling
Free mental health counseling services
Gym membership discounts and access to wellness programs
Other employee discounts including entertainment, car rentals, cell phones, etc.
Resources for child and elder care