Administrative Coordinator in Information Technology

UTHealth Houston; Houston (TX); Hybrid; USD 42,000 - 52,000; Full time

Benefits offered by this job

100% paid medical premiums

Generous paid time off

Longevity Pay

Retirement/pension plan

Job summary

UTHealth Houston is seeking an Administrative Coordinator to support our Clinical Information Technology department. You will handle travel, purchasing, contracts, and financial operations, learning COUPA and ensuring adherence to UTHealth policies.

The role requires a Bachelor's in a business-related field or four years of equivalent experience, and at least one year in finance or administration. A hybrid schedule is available after training, with full UTHealth benefits.

Qualifications

• Bachelor's Degree in a business-related field required; four years of experience can substitute education.
• At least one year of related work experience in finance, accounting, or business administration.
• Administrative office experience and familiarity with travel, purchasing, and contracts.

Responsibilities

• Coordinate day-to-day business and financial processes and monitor budgets.
• Coordinate travel, purchasing, payroll, timekeeping, contracts, and grants.
• Maintain equipment and space inventories and provide departmental support.

Skills

Administrative experience

Education

Bachelor's Degree in business-related field

Tools

COUPA

Job description

UTHealth Houston is looking for an Administrative Coordinator who will help and assist our Clinical Information Technology department. This employee provides general business and financial operations support. They make moderately complex business process decisions requiring a comprehensive knowledge of a wide range of regulations, policies, procedures, and business practices. In this role, you will focus on the department's needs when it comes to travel, purchasing, and contracts. You will need to learn about programs such as COUPA, which handles our ability to do purchasing and reimbursement. You should have administrative office experience and be familiar with tasks such as inventory management and travel reimbursement. Customer service will be key, as you will interact with our organization's IT leadership regularly. You will create and oversee orders for purchasing software and hardware for the department. You will need to monitor financials and make sure that programs are kept within budget and adhere to UTHealth Houston policies.

You will work in our University Professional Building. During a training and probationary period, you will need to come into the office regularly. After that is complete, you can start a hybrid schedule with some days at home during the workweek. You will be eligible for all UTHealth benefits.

What we do here changes the world.

UTHealth Houston is Texas’s 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 Key Accountabilities

• Coordinates the day-to-day business and financial processes. May trend past performance and forecast future financials.
• Coordinates and monitors travel, purchasing, payroll, timekeeping, contracts, and grants.
• Regularly handles confidential information and sensitive issues.
• Coordinates and schedules Human Resources activities, including recruiting and selection for classified staff.
• Monitors open encumbrances. Monitors expenditures and provides reports on the budget status. Provides a comparison between actual and budget.
• Responsible for the acquisition of documents needed to monitor adherence to grant or program requirements.
• Maintain departmental equipment and space inventories.
• May train entry-level support staff. May lead support staff.
• May serve as an administrative liaison with others within and outside assigned areas regarding business and financial issues on purchasing, personnel, facilities, and operations.
• Assigned routine budget and financial responsibilities by supervisor. Maintains and reconciles financial records/reports. FMS training with a passing score is required. Limited signature authority.
• Advises on financial and business practices, policy, and procedures as assigned by supervisor. Is responsible for making routine business and financial decisions and judgment calls.
• Performs other duties as assigned.

Minimum Education

Bachelor's Degree in a business-related field required. May substitute required education with four (4) equivalent years of experience beyond the minimum experience requirement.

Minimum Experience

At least one (1) year of related work experience required. Prior experience in finance, accounting, business administration, or business management required

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:001810, 2615, 0101, 018, 68G, 70A, 70B, 70E, 3F561.

For a complete list please visit www.uthealth-veterans.jobs.

Residency Requirement

Employees must permanently reside and work in the State of Texas. This is a hybrid role.