Senior Administrative Specialist - Faculty Development

UTMB Health•Galveston, TX

12d•Onsite

About The Position

This position provides a high level of staff assistance to leadership in carrying out the missions of the institution. The role involves organizing, coordinating, and performing administrative duties concerning human resource and financial management activities, and assisting in the supervision of administrative staff. The Senior Administrative Specialist will execute administrative duties with minimal direction, exercising sound judgment and discretion with time-critical, sensitive, and/or confidential information. This role supports the administrative team in achieving goals and objectives, identifying challenges, troubleshooting issues, and implementing effective solutions. The specialist will also coordinate, communicate, and interact with faculty, staff, leadership, and other stakeholders within the University and external guests and collaborators. A key aspect of this role is contributing to the planning and coordination of faculty development programs, events, and initiatives.

Requirements

Bachelor’s degree or equivalent
Three years of related experience
Proficiency with Microsoft Office 365 applications, including Outlook, Excel, Word, PowerPoint, and Teams and enterprise systems (e.g., SharePoint).
Strong professional communication (written and verbal) skills
Strong organizational and time-management skills
Experience coordinating and managing professional events and programming.

Nice To Haves

A bachelor’s degree is desirable.
Relevant experience in a healthcare or academic institution.

Responsibilities

Executes administrative duties with minimal direction, exercising sound judgement and discretion with time-critical, sensitive, and/or confidential information.
Plans, organizes, and coordinates administrative duties including scheduling, travel arrangements, purchasing, reimbursements, vendor payments, and financial transactions, in accordance with UTMB policies.
Supports the administrative team in achieving goals and objectives as well as identifying challenges, troubleshooting issues, and implementing effective, documented solutions.
Coordinates, communicates, and interacts with faculty, staff, leadership, and other stakeholders within the University and external guests and collaborators.
Identifies operational challenges and proactively implements process improvements and solutions.
Prepares or directs preparation of reports (standard and ad-hoc), including retrieval and analysis of Human Capital Management (HCM), administrative, and financial data.
Responsible for maintaining effective and efficient office operations, including oversight of supplies, equipment, and workflows.
Responds to or initiates correspondence of a confidential, sensitive, and technical nature.
Prepares meeting agendas, coordinates logistics, and attends or represents leadership in meetings as appropriate.
Maintains expense tracking for leadership, including travel, endowment expenditures, faculty development expenditures, and grants/awards.
Maintains a broad organization perception to effectively manage internal and external relationships.
Serves as the designated backup in the absence of a team member.
Adheres to internal controls and policies established by the office and institution.
Supports leadership in prioritization, calendar strategy, and alignment of initiatives.
Contributes to planning and coordination of faculty development programs, events, and initiatives before, during, and after, including logistics, communications, and tracking of participation and outcomes.
Performs related duties as assigned, which may include special projects, process optimization, or additional responsibilities based on needs.
Performs related duties as required.