Senior Support Assistant - Psychiatry and Behavioral Sciences/School of Behavioral Health Sciences

UTHealth Houston•Houston, TX

2d•Onsite

About The Position

UTHealth Houston's Department of Psychiatry and Behavioral Sciences, in tandem with the newly established School of Behavioral Health Sciences, are looking for a Senior Support Assistant to join the growing team! This role is critical to managing the increasing volume of purchasing requests, particularly those tied to contracts and grants. The procurement support assistant will manage purchasing requests related to contracts and grants, ensuring compliance with audit standards, as well as support strategic sourcing and vendor management. This role involves close collaboration with faculty, researchers, and administrative staff to meet procurement needs efficiently. This is a full-time onsite position with the possibility of becoming hybrid at a later date. What we do here changes the world. UTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.

Requirements

Working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
FMS training with a passing score may be required.
Use of University financial systems may be required.
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.
Prior experience scheduling and maintaining calendars & travel itineraries.

Nice To Haves

Basic to advanced knowledge of Coupa is a plus.
Prior experience with preparing meeting materials or general reports preferred.

Responsibilities

Responds to non-routine correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
Communicates, verbally and in writing, and interacts with a range of department constituents which may include trainees, other UTHSC staff, faculty, vendors, and/or others regarding procurement matters including documentation and status updates.
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.
May maintain and reconcile 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, including Coupa and FMS.
Schedules meetings and rooms, invites participants, and arranges refreshments and equipment as needed.
Maintains office supplies and equipment, including managing deliveries of orders and notifies requesters when deliveries arrive, and organizing the office supplies and the mailroom
Screens calls and emails and receives and directs visitors.
Assists with maintaining the storage and retrieval of records and documentation.
May handle confidential information and sensitive issues.
May train entry level clerical staff.
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. Demonstrates ability to understand and apply all University, governmental, and/or grant policies and guidelines.
Other duties as assigned.

Benefits

100% paid medical premiums for our full-time employees
Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37-38 days per year)
The longer you stay, the more vacation you’ll accrue!
Longevity Pay (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
Other employee discounts including entertainment, car rentals, cell phones, etc.
Resources for child and elder care