Senior Administrative Assistant for the Houston Campus - Occupational Therapy Houston

Texas Woman’s University•Houston, TX

10h•Onsite

About The Position

Serves as the department’s principal administrative support, independently performing highly responsible and confidential clerical and administrative duties. The role handles non-standardized work requiring sound judgment and the ability to establish effective work methods, schedules, priorities, and procedures. The incumbent may take significant responsibility for managing and coordinating office operations, and works under general supervision with detailed guidance generally reserved for special, complex, or sensitive assignments. The position supports departmental operations across multiple campuses and may supervise Student Assistants. It reports to the Administrative Manager and AD of Campus. Work is assessed based on the completion of assignments and results obtained through the University performance evaluation system. Regular and reliable attendance during scheduled workdays and hours is an essential function. The employee is responsible for complying with information security and privacy requirements, Federal and State regulations, and TWU policies and procedures. Work is normally performed in a typical interior work environment, and the employee may be required to travel.

Requirements

High school diploma or equivalent.
Six years of progressively responsible clerical experience; additional job-related education may substitute for required experience on a year-for-year basis.
Knowledge of administrative and office management principles, practices, procedures, and operations.
Knowledge of University and State of Texas policies and procedures related to personnel, payroll, travel, and general administration.
Knowledge of personnel and payroll processes, forms, reporting requirements, and recordkeeping practices.
Knowledge of bookkeeping principles, including preparing financial summaries, reports, and projections.
Knowledge of business correspondence, document preparation, records management, and professional office communications.
Skill in providing high-level administrative and clerical support to supervisors and departmental personnel.
Skill in organizing, prioritizing, and coordinating assignments, schedules, meetings, and competing deadlines.
Skill in preparing, proofreading, and maintaining accurate correspondence, reports, forms, schedules, and confidential records.
Skill in coordinating personnel, payroll, travel, reimbursement, and other departmental administrative processes.
Skill in interpreting and communicating policies and procedures clearly and professionally.
Skill in using standard office equipment and computer applications to perform administrative functions.
Ability to independently perform complex, specialized, and confidential administrative functions with minimal supervision.
Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive personnel and departmental information.
Ability to gather, organize, analyze, and summarize information for reports and administrative purposes.
Ability to adapt to changing priorities, anticipate administrative needs, meet deadlines, and recognize when supervisory guidance is required.
Regular and reliable attendance at the University during regular scheduled days and work hours.
Adhere to Federal and State regulations and TWU policies and procedures concerning information security and privacy.

Nice To Haves

Some college coursework preferred.

Responsibilities

Organize materials, coordinate assignments, manage appointments, and screen visitors and communications for the supervisor.
Perform specialized and complex administrative functions requiring knowledge of departmental policies, procedures, and operations.
Interpret and communicate applicable policies and procedures to departmental personnel.
Perform bookkeeping, maintain financial records, post transactions, and prepare financial summaries, reports, and projections.
Coordinate purchasing and administrative transactions, including appropriate documentation and funding allocations.
Prepare personnel and payroll documentation, periodic reports, and office schedules; maintain confidential personnel records and files.
Coordinate departmental travel arrangements, including travel requests, purchase orders, reservations, travel advances, and reimbursement documentation.
Advise employees regarding State of Texas travel policies and procedures and assist with compliance.
Coordinate and perform clerical and administrative functions supporting departmental policies and operations.
Prepare correspondence, reports, forms, and other documents from notes, drafts, or verbal direction.
Receive, sort, and distribute incoming mail and correspondence and prepare responses to routine inquiries.
Maintain organized and confidential departmental records and files, ensuring accurate documentation and ready access to information.
Provide administrative support across multiple campuses and coordinate competing priorities to maintain continuity and timely completion of essential operations.
Perform other duties as requested.