Administrative Assistant in the Dean's Office of the Medical School

Texas Medical Center-Houston, TX

Administrative Assistant in the Dean's Office of the Medical School

Location: Texas Medical Center-Houston, Texas

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Category: Professional/Managerial

McGovern Medical School at UTHealth Houston

Requisition #: 240001EB

We are looking for an administrative assistant for the Office of the Dean and other departments in our McGovern Medical School. This employee provides general administrative support to several groups of professionals under general supervision. Performs work that is varied and generally administrative and/or project-oriented. Work occasionally requires the use of initiative and judgment. This position may provide secretarial support. In this case, the administrative assistant will be stationed at the front desk and will become the face and first point of contact for this sensitive area. This office will include a group of twenty professionals who handle sensitive concerns from faculty affairs and administration. This means this employee will need to know how to identify resources, stay calm, and keep things in the strictest of confidence. You need to understand nuances, and you must be able to make decisions effectively. You will also need to become the "go-to" person for many different issues. A high level of confidentiality, communication, and customer service will be crucial for this position. You must present a professional appearance in all aspects, including written and verbal communication since you will be the office's first impression. You will maintain the suite and ensure everyone has supplies and things are running smoothly. This can be a high-traffic area, so the administrative assistant must be comfortable juggling several issues without frustration. A large part of your day could be spent directing visitors and phone calls and then managing projects as time allows.

This is a full-time position that is classified as salaried but non-exempt. It is eligible for all UTHealth benefits, including healthcare coverage and participation in a pension plan administered by the State of Texas. You will be working in an office in the heart of the Texas Medical Center at our McGovern Medical School. This building is accessible by both bus and rail lines from Metro. The work schedule is a typical work week with normal business hours.

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.

Once you join us, you won't want to leave. It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.), plus:

  • 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)

  • Build your future with our awesome retirement/pension plan!

We take care of our employees! As a world-renowned institution, our employees’ well-being is important to us. We offer work/life services such as…

  • Free financial and legal counseling

  • Free mental health counseling services

  • Gym membership discounts and access to wellness programs

  • Other employee discounts include entertainment, car rentals, cell phones, etc.

  • Resources for child and elder care

  • Plus, many more!

Position Key Accountabilities:

  1. Resolves routine inquiries and questions and responds to non-routine correspondence or telephone contacts in areas of responsibility within guidelines established by the supervisor.

  2. Composes correspondence and memoranda; prepares graphs, tables, and manuscripts; prepares reports and presentation materials.

  3. Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.

  4. Develops filing systems; maintains files, records, and reports for assigned areas.

  5. Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.

  6. Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures.

  7. May be responsible for or assist with data entry and basic processing for the financial and/or human resources systems.

  8. Schedules meetings and rooms, invite participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.

  9. May be required to maintain office supplies and equipment.

  10. Screens calls and emails and receives and directs visitors.

  11. Retrieves information from departmental and/or project records and may produce reports.

  12. Handles confidential information and sensitive issues.

  13. Provides backup for other support staff as needed.

  14. May provide guidance and direction to lower-level staff. May train entry-level clerical staff. May lead support staff.

  15. May serve as administrative liaison with others within and outside assigned areas regarding administrative issues with purchasing, personnel, facilities, and operations.

  16. May be assigned routine budget or financial responsibilities by supervisor.

  17. May maintain or reconcile financial records/reports.

  18. Advises on policy and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls.

  19. Other duties as assigned.

Certification/Skills:

Working knowledge of standard Office Software such as Word, Excel, PowerPoint, and Outlook is required.

Use of University financial systems may be required.

Minimum Education:

High School diploma or equivalent.

At least an Associate's degree is preferred.

Minimum Experience:

Four (4) years related work experience required.

Prior experience with scheduling, maintaining calendars, and travel itineraries required.

Prior experience preparing meeting materials or general reports is preferred.

May substitute required experience with equivalent years of education beyond the minimum education requirement.

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

Veteran Information:

Military occupations that relate to the initial selection criteria and registration or licensure requirements for this position may include but are not limited to 001802, 2605, 0111, 3F561,68G, 70A, 70B, 70E.

For a complete list, please visitwww.uthealth-veterans.jobs.

Residency Requirement:

Employees must permanently reside and work in the State of Texas.

If you are looking for a great healthcare career in Houston, visithttp://go.uth.edu/careers!

University of Texas Health Science Center at Houston (UTHealth)

Established in 1972 by The University of Texas System Board of Regents, The University of Texas Health Science Center at Houston (UTHealth) is Houston’s Health University and Texas’ resource for health care education, innovation, scientific discovery and excellence in patient care. The most comprehensive academic health center in the UT System and the U.S. Gulf Coast region, UTHealth Houston is home to schools of biomedical informatics, biomedical sciences, dentistry, nursing and public health and the John P. and Kathrine G. McGovern Medical School. UTHealth Houston includes The University of Texas Harris County Psychiatric Center, as well as the growing clinical practices UT Physicians, UT Dentists and UT Health Services. The university’s primary teaching hospitals are Memorial Hermann-Texas Medical Center, Children’s Memorial Hermann Hospital and Harris Health Lyndon B. Johnson Hospital.

UTHealth Benefits

UTHealth Houston offers a comprehensive and competitive benefits package. For more information on our benefits programs please refer to the UTHealth Houston Office of Benefits Website.

https://www.uth.edu/benefits/

Equal Employment Opportunity Statement

UTHealth Houston is committed to providing equal opportunity in all employment-related activities without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, gender identity or expression, veteran status or any other basis prohibited by law or university policy. Reasonable accommodation, based on disability or religious observances, will be considered in accordance with applicable law and UTHealth Houston policy. The University maintains affirmative action programs with respect to women, minorities, individuals with disabilities, and eligible veterans in accordance with applicable law.

UTHealthHoustonhas adopted a policy consistent with CMS regulations to protect our patients and university community from exposure to COVID-19. This policy affects all employees, residents, fellows, students, contractors, new hires, visiting scholars program participants, adjunct faculty, and volunteers who work, train, or collaborate at the John S. Dunn Behavioral Science Center.

In addition, all UTHealthHouston​​​​​​​employees who are assigned to work at a location that is subject to the affiliated partner’s hospital, clinical offices, or agency are required to abide by UTHealth’sHoustonrules and regulations, as well as the affiliate’s rules and regulations, including COVID-19 vaccination and safety requirements.

Work location is based on the needs of the department and may be adjusted.