UT Health - Houston, TX

posted 2 months ago

Full-time - Entry Level
Onsite - Houston, TX
Educational Services

About the position

The Senior Support Assistant position at the School of Biomedical Informatics at UTHealth is designed for individuals seeking to advance their careers in a supportive and dynamic environment. This role is classified as a second step entry-level position, which means it is ideal for candidates who have some experience but are looking to further develop their skills in a professional setting. The Senior Support Assistant will perform a variety of moderately complex clerical tasks that are essential for the smooth operation of the department. The position requires a proactive approach to managing tasks and responsibilities under generally defined supervision, allowing for growth and learning opportunities within the role. In this position, the Senior Support Assistant will be responsible for responding to non-routine correspondence and telephone contacts, drafting various forms of communication including correspondence and memoranda, and preparing reports and presentation materials. The role also involves scheduling and maintaining calendars, travel itineraries, and coordinating related arrangements in compliance with university and governmental policies. Additionally, the assistant may be tasked with maintaining and reconciling financial records, compiling data from reports, and assisting with data entry for financial and human resources systems. The Senior Support Assistant will also play a key role in organizing meetings, including scheduling rooms, inviting participants, and arranging necessary refreshments and equipment. The position requires maintaining office supplies and equipment, screening calls and emails, and directing visitors appropriately. Handling confidential information and sensitive issues is a critical aspect of this role, as is the potential for training entry-level clerical staff. Overall, this position offers a comprehensive introduction to the administrative functions within a biomedical informatics setting, with opportunities for professional development and advancement.

Responsibilities

  • Responds to non-routine correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
  • Drafts correspondence and memoranda; prepares graphs, tables and manuscripts; prepares reports and presentation materials.
  • Schedules and maintains calendars, travel itineraries, and coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
  • Maintains and reconciles assigned financial records/reports for 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.
  • 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.
  • Maintains office supplies and equipment.
  • Screens calls and emails and receives and directs visitors.
  • Retrieves information from departmental and/or project records.
  • Handles basic to moderately complex inquiries.
  • May be assigned routine budget or financial responsibilities by supervisor.
  • Advises on policy and processes as assigned by supervisor.
  • Other duties as assigned.

Requirements

  • High School diploma or equivalent.
  • Three (3) years of general office experience. May substitute required experience with equivalent years of education beyond the minimum education requirement.
  • Working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
  • Prior experience scheduling and maintaining calendars & travel itineraries.
  • Prior experience with preparing meeting materials or general reports preferred.

Nice-to-haves

  • FMS training with a passing score may be required.
  • Use of University financial systems may be required.
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