Administrative Assistant (Executive Support) - Neurology

UTHealth Houston; Houston (TX); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Paid medical premiums

Generous time off

Longevity Pay

Retirement plan

Wellness programs

Employee discounts

Job summary

UTHealth Houston is seeking a Full-Time Administrative Assistant in Houston, TX to support the Executive Director and department leadership. You’ll manage complex calendars, coordinate travel, process invoices, and organize events for visiting speakers and guests.

The ideal candidate is highly organized, proficient with Word, Excel, PowerPoint and Outlook, and familiar with UTHealth systems such as FMS, Coupa and PeopleSoft.

Qualifications

• Four or more years of related work experience required.
• Experience scheduling, maintaining calendars and travel itineraries required.
• Experience preparing meeting materials or general reports preferred.

Responsibilities

• Schedules and maintains calendars and travel itineraries; coordinates related arrangements.
• Composes correspondence and reports; prepares graphs, tables, and manuscripts.
• Manages meetings and rooms; invites participants and arranges refreshments/equipment.
• Develops filing systems; maintains files, records and reports.
• Receives, classifies, reconciles, and summarizes documents/information.
• Handles confidential information and provides back-up for other staff.

Skills

Office software

Education

High School diploma

Associates degree

Tools

UTHealth financial systems

Job description

Join the UTHealth Department of Neurology in Houston, Texas, as a Full-Time Administrative Assistant and play a key role in supporting the department's executive leadership and daily operations. In this highly visible position, you will provide executive-level administrative support to the Executive Director, managing complex calendars and scheduling, coordinating travel arrangements, processing financial transactions and invoices, and organizing logistics for visiting speakers, faculty recruits, and institutional guests. The ideal candidate is highly organized, detail-oriented, and proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook. Experience with UTHealth systems such as FMS, Coupa, and PeopleSoft is strongly preferred. This is an excellent opportunity to contribute to a leading academic healthcare environment while supporting initiatives that advance patient care, education, and research.

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’ wellbeing 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 including entertainment, car rentals, cell phones, etc.
• Resources for child and elder care
• Plus many more!

Position Summary:

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.
• Composes correspondence and memoranda; prepares graphs, tables and manuscripts; prepares reports and presentation materials.
• 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.
• May be responsible for or assists with data entry and basic processing for the financial and/or human resources systems.
• 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.
• Retrieves information from departmental and/or project records and may produce reports.
• Handles confidential information and sensitive issues.
• Provides back-up for other support staff as needed.
• May provide guidance and direction to lower level staff. May train entry level clerical staff. May lead support staff.
• May serve as administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.
• May be assigned routine budget or financial responsibilities by supervisor.
• May maintain or reconcile financial records/reports.
• Advises on policy and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls.
• 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.

Associates degree 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 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 position is a security-sensitive position pursuant to Texas Education Code

• 51.215 and Texas Government Code
• 411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code
• 117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R.
• 791.4. 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 visit www.uthealth-veterans.jobs.

Residency Requirement:

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