Administrative Specialist - Provost Service Center

The University of Texas Medical Branch; Galveston (TX); On-site; USD 42,000 - 58,000; Full time

Job summary

The University of Texas Medical Branch is seeking an Administrative Specialist to coordinate HR and financial activities, including travel requests, reimbursements, and vendor payments, ensuring policy compliance and timely processing. The role requires strong communication, attention to detail, cross-functional collaboration, and the ability to handle confidential information in a fast-paced environment.

This on-site position is based in Galveston, TX, with a focus on accuracy and efficient

Qualifications

• Bachelor's Degree or equivalent and two years of related experience.
• Strong communication and organizational abilities.
• Proficiency with Microsoft Office Suite.

Responsibilities

• Provide timely status updates on travel, accounts payable, and purchasing policies.
• Respond to employee inquiries regarding travel and reimbursements.
• Interact with customers to resolve policy-related questions.
• Identify operation problems and implement changes to provide solutions.
• Adhere to internal controls established for the department.
• Detail-oriented with ability to spot errors and discrepancies.
• Explain complex policies in simple terms to non-experts.
• Proficient in Microsoft Office Suite.
• Handle confidential information with discretion.
• Manage multiple tasks simultaneously.

Skills

Communication skills

Organizational skills

Attention to detail

Education

Bachelor's Degree or equivalent

Tools

Microsoft Office Suite

Job description

Minimum Qualifications

Bachelor's Degree or equivalent and two years of related experience.

Minimum Qualifications

Bachelor's Degree or equivalent and two years of related experience.

Preferred Qualifications

• PeopleSoft FMS
• Experience with travel authorizations, travel reimbursement, employee reimbursement, and vendor payments.

Job Description

To provide professional and administrative coordination of human resource and financial management activities. We seek a detail-oriented and proactive Administrative Specialist to manage and ensure all employee travel requests, travel/non-travel employee reimbursement submissions, and vendor payments adhere to UTMB policies. This position will involve reviewing travel and expense reports, employee reimbursements, and vendor payments, educating employees on company policies, and providing guidance on the correct procedures for submitting travel/non-travel-related requests, reimbursements, and vendor payments. The ideal candidate will be an effective communicator, able to work cross-functionally with different departments and resolve issues efficiently while maintaining a positive working environment.

Job Duties

• Responsible for providing timely status updates. Respond to employee inquiries regarding travel, accounts payable, and purchasing policies, and assist with modifying requests if necessary.
• Interacts with customers to effectively resolve problems and assist with questions regarding the entity's policies, procedures, and operations.
• Identifies operation problems and implements changes to provide solutions.
• Adheres to internal controls established for the department.
• Strong attention to detail with the ability to spot errors and discrepancies.
• Excellent communication skills, both written and verbal.
• Ability to explain complex policies in simple terms to non-experts.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to handle confidential information with discretion.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.

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.

Primary Location

United States-Texas-Galveston

Work Locations

0133 - Administration Bldg

Job

Clerical & Administrative SupportRegular

Shift

Standard

Employee Status

Non-Manager

Job Level

Day Shift

Job Posting

Sep 1, 2026, 1:50:05 PM