Minimum Qualifications:
Associate’s degree or equivalent and 2 years of office related experience.
Job Summary:
To manage, coordinate, and directly support the administrative and business management, and/or staff activities within a Process/Department.
(Ability to perform tasks and responsibilities on own initiative ensuring process and operational continuity of various administrative and business management activities.)
Job Duties:
(Financial related tasks)
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Serves as Accountable Property Officer for the Process/Department maintaining property accounting records including the acquisition of new or disposal of obsolete equipment and conducts annual physical inventory of capital equipment.
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Assists in the development of Process budget.
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Monitors current status of the Process budget including income and expenditures.
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Reconciles Process accounts comparing entries on ledgers with invoices, journal vouchers, and purchase orders to verify accuracy of posting and receipt of payment for services provided by the Process.
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Identifies variances in expenditures and reports to customers as appropriate.
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Coordinates the process’ accounts receivable and posting revenues.
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Maintains detailed reports and records of accounting data.
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Assists in the preparation of detailed financial, statistical, and annual reports.
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Assists in the preparation of comparative analysis reports and statements reflecting variations in the expenditures and revenues.
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Assists in conducting cost studies regarding the process’ charge structure/billing system.
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Coordinates and processes employee travel arrangements and reimbursements ensuring compliance with current UTMB Travel Guidelines.
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Process requisitions for routine, non-routine, and capital equipment purchases in accordance with current UTMB procurement rules and guidelines.
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Coordinates and processes employee business expense reimbursements ensuring compliance with current UTMB policies and procedures.
(Software related tasks)
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Types finished copies of correspondence and reports from speedwriting or shorthand notes, Dictaphone machine, or rough drafts.
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Types routine, complex, and/or confidential documents utilizing a typewriter, word processor, or specialized computer software package (e.g., presentations, flow charts, etc.)
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Composes correspondence and memorandums in appropriate business letter format.
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Proofreads all completed assignments for grammar, format, and structure.
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Creates, maintains, and manipulates databases and spreadsheets.
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Initiates action plans to develop skills and knowledge to stay current with evolving office technologies & work demands.
(Clerical tasks – filing, scheduling, reporting, etc.)
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Develops area/process office record keeping systems.
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Compiles data for necessary reports and develops reports that are user friendly.
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Schedules, coordinates, and organizes appointments, meetings, and rooms.
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Coordinates meeting notifications and prepares agendas.
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Files process/area records, reports, correspondence, and other documents maintaining files in accordance with the current Record Retention Schedule.
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Performs miscellaneous clerical tasks, such as making copies, filing, faxing information, and maintaining area bulletin boards.
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Sorts, stamps, and distributes incoming mail and prepares outgoing mail.
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Serves as liaison with other Processes/Departments and agencies regarding inventory control, building services, equipment and maintenance repair, purchasing, safety, and other administrative matters.
(Customer Service)
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Interacts with customers toward effective problem resolution and assists with questions regarding policies, procedures, and operations of the process or area.
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Responsible for administrative support tasks at the executive level.
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Ensure smooth and seamless service in the executive office, managing day-to-day activities.
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Ability to think independently and make decisions as necessary.
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May interface with leadership at UT Components, city, and/or state government agencies or outside vendors.
(HR related tasks)
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Coordinates personnel matters, including the coordination of the hiring, separation, and evaluation processes, with Human Resources ensuring compliance with current policies, procedures, and practices.
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Processes and monitors status of personnel action forms such as promotions, transfers, and disciplinary action including record maintenance.
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Key Control Officer for the Process/Department.
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Provides new and existing staff with Process orientation of Performance Management Program, Personal Development Program, and the interpretation of Human Resources policies and procedures.
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Coordinates and enters employee time and attendance utilizing on-line reporting system verifying the correctness and completeness of data entered.
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Verifies and reconciles payroll issues and distributes employee payroll.
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Assists in the development of area policies and procedures ensuring compliance with applicable rules and regulations.
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Serves as departmental liaison with Human Resources in regards to employee disciplinary and grievance issues.
(Miscellaneous)
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Initiates improvements in work process/environment.
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Analyzes and standardizes procedures for improved efficiencies.
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Prioritizes daily work assignments.
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Contributes ideas and suggestions for improvements to the process.
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Supports and assists in the cross training of team members.
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Good overall knowledge of Non-Exempt Administrative Support role skills.
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Adheres to internal controls and reporting structure.
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Performs related duties as required.
Salary Range:
Commensurate with experience.
EQUAL EMPLOYMENT OPPORTUNITY:
UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.
