Senior Support Assistant - Pediatric Neurosurgery

UTHealth Houston•Houston, TX

2d•Onsite

About The Position

The Senior Support Assistant provides administrative support to the Department of Pediatric Neurosurgery at UTHealth Houston McGovern Medical School. The role supports department operations through scheduling, travel coordination, meeting logistics, correspondence, records, and office maintenance. The position is onsite and follows a Monday–Friday schedule. Employees must permanently reside and work in Texas. The assistant responds to correspondence and telephone contacts, drafts documents and reports, maintains calendars and travel itineraries, coordinates meetings, and supports financial, human resources, and data-processing tasks as assigned. The role may involve confidential information, routine budget or financial responsibilities, advising on policies and processes, and training entry-level clerical staff. Other duties may be assigned. This is a security-sensitive position under Texas law. The position requires a high school diploma or equivalent and three years of general office experience, with an allowance to substitute equivalent years of education beyond the minimum education requirement for required experience. Prior experience scheduling and maintaining calendars and travel itineraries is required.

Requirements

High school diploma or equivalent.
Three years of general office experience; equivalent years of education beyond the minimum education requirement may substitute for required experience.
Prior experience scheduling and maintaining calendars and travel itineraries.
Working knowledge of standard office software, including Word, Excel, PowerPoint, and Outlook.
Must permanently reside and work in Texas.
Ability to meet the requirements of a security-sensitive position.

Nice To Haves

Experience preparing meeting materials or general reports is preferred.
Experience with Coupa is preferred.
FMS training with a passing score may be required.
Use of University financial systems may be required.

Responsibilities

Respond to non-routine correspondence and telephone contacts within supervisor-established guidelines.
Draft 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 and guidelines.
Maintain and reconcile assigned financial records or reports, as applicable.
Receive, classify, reconcile, consolidate, and summarize documents and information.
Compile data from reports using knowledge of departmental, project, and University policies and procedures.
Assist with data entry and basic processing for financial and/or human resources systems.
Schedule meetings and rooms, invite participants, and arrange refreshments and equipment as needed; prepare and distribute meeting minutes when applicable.
Maintain office supplies and equipment.
Screen calls and emails and receive and direct visitors.
Retrieve information from departmental and/or project records.
Handle confidential information and sensitive issues when applicable.
Train entry-level clerical staff when assigned.
Handle basic to moderately complex inquiries.
Perform routine budget or financial responsibilities as assigned by a supervisor.
Advise on policies and processes as assigned by a supervisor.
Perform other duties as assigned.

Benefits

100% paid medical premiums for full-time employees.
Paid holidays, a preventative leave day, vacation time, and sick time; the posting states these total approximately 37–38 days per year.
Vacation accrual increases with length of service.
Longevity pay through monthly 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.