Administrative Assistant (LBJ Hospital Anesthesiology-Admin)
Texas Medical Center-Houston, Texas
McGovern Medical School at UTHealth
Requisition #: 2000006T
Provides general administrative support to a department or group of professionals under general supervision. Performs work that is varied and generally administrative and/or project oriented. Work occasionally requires use of initiative and judgment. This position may provide secretarial support. Departments may provide additional guidance with a departmental position description.
Position Key Accountabilities:
Resolves routine inquiries and questions and responds to non-routine correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
Coordinates department conferences. Prepares and submit documents required to obtain CME for department sponsored conferences.
Composes correspondence and memoranda; prepares graphs, tables and manuscripts; prepares reports and presentation materials.
Provides secretarial support to senior faculty in the department.
Process expense reimbursements for assigned faculty to include Non-PO Vouchers and Travel reimbursements. Responsible for monitoring and tracking expenses.
Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
Develops filing systems; maintains files, records and reports for assigned 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.
Schedules meetings and rooms, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.
May be required to maintain office supplies and equipment.
Screens calls and emails and receives and directs visitors. Answers telephone on department main line.
May maintain and reconcile financial records/reports.
Assist faculty with online faculty reviews.
Maintains monthly grid for operating room schedules and work closely with Operating Room Directors in the distribution of the monthly call schedule.
Retrieves information from departmental and/or project records and may produce reports.
Handles confidential information and sensitive issues.
May serve as administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.
Maintain department library and conference room (including scheduling).
May perform special projects with clearly defined assignments and specific procedures.
Provides back-up for other support staff as needed.
Other duties as assigned.
Working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
Use of University financial systems may be required.
High School diploma or equivalent.
Associates degree preferred.
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 preferred.
May substitute required experience with equivalent years of education beyond the minimum education requirement.
Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.
This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215
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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 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 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 offers a comprehensive and competitive benefits package. For more information on our benefits programs please refer to the UTHealth Office of Benefits Website.
Equal Employment Opportunity Statement
UTHealth 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 policy. The University maintains affirmative action programs with respect to women, minorities, individuals with disabilities, and eligible veterans in accordance with applicable law.