Administrative Assistant - McWilliams School of Biomedical Informatics - Laredo, Texas

Laredochamber; Laredo (TX); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

100% paid medical premiums

Generous time off

Longevity pay

Excellent retirement/pension plan

Discounts for wellness programs

Job summary

A leading biomedical informatics program in Laredo, Texas, is seeking an Administrative Assistant to manage financial transactions, coordinate travel, and organize meetings. The ideal candidate will have excellent organizational skills, experience with office software, and the ability to work independently. Join a team that is reshaping patient care and biomedical discovery.

Qualifications

• Four years related work experience required.
• Prior experience with scheduling and travel itineraries required.
• Experience preparing meeting materials or general reports preferred.
• Working knowledge of standard Office Software required.

Responsibilities

• Manage financial transactions and coordinate travel arrangements.
• Organize meetings and maintain accurate calendars.
• Provide general administrative support under supervision.
• Handle confidential information and sensitive issues.

Skills

Organizational skills

Experience with office software

Ability to work independently

Scheduling and calendar management

Communication skills

Education

High School diploma or equivalent

Associate’s degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Administrative Assistant - McWilliams School of Biomedical Informatics - Laredo, Texas

McWilliams School of Biomedical Informatics is shaping the future of patient care, disease prevention, and biomedical discovery by transforming data into innovative solutions powered by artificial intelligence, data science, and informatics. We are the only biomedical informatics program in Texas offering advanced doctoral degrees and the largest and only free‑standing informatics school in the nation.

As an Administrative Assistant, you will be responsible for managing financial transactions, coordinating travel arrangements, organizing meetings, and maintaining accurate calendars. This role requires excellent organizational skills, experience with office software, and the ability to work independently.

This position is responsible for providing support to the South Texas team and may also assist other MSBMI faculty and departments as needed.

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.

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 equate 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 excellent retirement/pension plan!

Work/life services

• Free financial and legal counseling
• Free mental health counseling services
• Gym membership discounts and 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 the 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 queries 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 assist 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 an 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 the University financial systems may be required.
• High School diploma or equivalent.
• Associate’s 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.

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.

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.

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.

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