Administrative Assistant - Neurology

UTHealth Houston•Houston, TX

About The Position

The Administrative Assistant supports the UTHealth Houston Department of Neurology’s Teleneurology, Public Health, and General Neurology Administration programs. The role provides general administrative and operational support to a department or group of professionals under general supervision. Work is varied and generally administrative or project-oriented, and may require initiative and judgment. The position may also provide secretarial support. Duties include coordinating physician schedules, managing billing and invoicing processes, organizing educational initiatives and meetings, supporting fellowship activities, and assisting faculty with administrative functions. The assistant works with physicians, hospital partners, and multidisciplinary teams in a healthcare environment. 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.
Prior experience scheduling, maintaining calendars, and arranging travel itineraries.
Working knowledge of standard office software, including Word, Excel, PowerPoint, and Outlook.
Strong organizational skills and exceptional attention to detail.
Ability to manage multiple priorities and maintain accurate records.
Excellent communication, time management, and problem-solving skills.
Experience coordinating schedules, meetings, and healthcare-related administrative processes.
Ability to permanently reside and work in Texas.
Ability to meet the security-sensitive position requirements described in the posting.

Nice To Haves

Associate degree preferred.
Experience with electronic health record (EHR) systems preferred.
Experience preparing meeting materials or general reports preferred.

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.
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.
Perform or assist with data entry and basic processing for financial and/or human resources systems.
Schedule meetings and rooms, invite participants, arrange refreshments and equipment, and prepare and distribute meeting minutes as needed.
Maintain office supplies and equipment as needed.
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 as needed.
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 operations issues.
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.
Support Neurology programs by coordinating physician schedules, billing and invoicing, educational initiatives, meetings, fellowship activities, and faculty administrative functions.

Benefits

100% paid medical premiums for full-time employees.
Generous time off, including holidays, a preventative leave day, vacation, and sick time (approximately 37–38 days per year).
Vacation accrual increases with length of service.
Monthly longevity 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.