Administrative Assistant/ Sr. - CV Surgery

UTHealth Houston; Town of Texas (WI); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

100% paid medical premiums for full‑t͟

Generous time off

Longevity Pay

Retirement plan

Job summary

UTHealth Houston's Cardiovascular Surgery Department seeks an Administrative Assistant/Senior with a strong administrative background and advanced Microsoft Office skills to provide high-level support in a fast-paced healthcare setting. The role handles schedules, reports, correspondence, meetings, and departmental operations while emphasizing confidentiality and professionalism.

The ideal candidate will be highly organized, detail-oriented, and proficient with Outlook, Word, Excel, PowerPoint,

Qualifications

• High School diploma or equivalent required.
• Associates degree preferred.
• Four (4) years related work experience required.
• Experience with scheduling, maintaining calendars, and travel itineraries required.
• Prior experience preparing meeting materials or general reports preferred.

Responsibilities

• Resolves routine inquiries and responds to non-routine correspondence within guidelines.
• Composes correspondence and reports; prepares graphs, tables and manuscripts.
• Schedules calendars and travel itineraries; coordinates related arrangements per policies.
• Maintains filing systems and handles documents for assigned area.
• Screens calls and emails; receives and directs visitors.
• May oversee training of entry level staff and provide guidance to others.

Skills

MS Office

Calendar management

Attention to detail

Communication

Education

High School diploma or equivalent

Associates degree preferred

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Teams

Job description

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.

Cardiovascular Surgery Department at UTHealth Houston is seeking an Administrative Assistant/Senior with a strong administrative background and advanced Microsoft Office skills. This role provides high-level administrative support, manages complex schedules, prepares reports and correspondence, coordinates meetings, and assists with departmental operations. The ideal candidate is highly organized, detail-oriented, and proficient in Microsoft Outlook, Word, Excel, PowerPoint, and Teams, with the ability to manage multiple priorities in a fast-paced healthcare environment.

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.

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.