Senior Administrative Coordinator - Children's Learning Institute

The University of Texas Health Science Center at Houston (UTHealth Houston); Town of Texas (WI); On-site; USD 55,000 - 75,000; Full time

Job summary

The Senior Administrative Coordinator at UTHealth Houston will provide vital support to The Children’s Learning Institute. The role involves coordinating business and financial processes, ensuring compliance with university policies, and managing various administrative functions. This position offers comprehensive benefits, including generous paid leave and professional development opportunities.

Benefits

100% paid medical premiums

Generous time off (around 37-38 days per year)

Longevity Pay after two years of service

Retirement/pension plan

Free financial and legal counseling

Free mental health counseling services

Gym membership discounts

Resources for child and elder care

Qualifications

• Bachelor’s degree and 3 years of related work experience required.
• Experience in finance, accounting, and business management is preferred.

Responsibilities

• Coordinates daily business and financial processes.
• Handles confidential information and sensitive issues.
• Monitors expenditures and budget status.

Skills

Advanced Office Software

Financial Systems Management

Contract Coordination

Procurement

Project Documentation

Education

Bachelor’s degree in business related field

Job description

The Senior Administrative Coordinator will support The Children’s Learning Institute (CLI) at UTHealth Houston. CLI is dedicated to advancing learning and health outcomes for all children through research-practice partnerships. Nearly all of the administrative and finance-related activity for CLI Solutions Group flows through this position. This includes the broad categories of purchasing, finance, legal, and working with contractors. The candidate will need to be comfortable with working in these areas independently as much as possible. However, the role often works in collaboration/coordination with other admin personnel and teams at CLI and across UTHealth Houston.

The ideal candidate will also have experience in procurement and Financial Systems Management, contract coordination, order/invoice management, and project documentation.

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 and varied business and financial operations support to a department or group of professionals under general supervision. Makes general to complex business process decisions requiring a comprehensive knowledge of a wide range of regulations, policies, procedures and business practices. Specific departments may provide additional guidance with a departmental position description.

Position Key Accountabilities:

1. Coordinates the day to day business and financial processes. May trend past performance and forecast future financials.
2. Verifies accuracy of all personnel and payroll transactions to conform to university policies and procedures and ensures actions are prepared and processed in a timely manner.
3. Regularly handles confidential information and sensitive issues.
4. Reviews personnel action forms regarding: appointments, promotions, separations, salary increases and fund source changes. Ensures the necessary approvals are secured.
5. Coordinates and schedules Human Resources activities including recruiting and selection for classified staff.
6. Monitors open encumbrances. Monitors expenditures and provides a report on the budget status as requested. Provides a comparison between actual and budget.
7. Monitors travel, purchasing, payroll, timekeeping, contracts and grants.
8. Responsible for acquisition of documents needed to monitor adherence to grant or program requirements.
9. Maintains departmental equipment and space inventories.
10. Monitors fund sources to verify accuracy to budgetary restrictions. Takes necessary steps to comply with restrictions.
11. Provides approval of purchase requisitions based on established signature authority guidelines.
12. May direct and manage the daily activities of the department/program through administrative staff.
13. May create and edit various communications materials for the department/program, which may include printed materials, web site content and/or department newsletters.
14. May train entry level support staff. May lead support staff. May assist with interviewing, orientation and scheduling of staff. May provide input into lower level staff performance evaluations
15. Generally serves as an administrative liaison with others within and outside assigned areas regarding business and financial issues on purchasing, personnel, facilities and operations.
16. Advises on financial and business practices, may draft policies and procedures as assigned by supervisor.
17. Responsible for making routine business and financial decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
18. Other duties as assigned.

Certification/Skills:

Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
Advanced working knowledge of University financial systems is preferred.

Minimum Education:

Bachelor’s degree in business related field required. Equivalent level of education and/or experience may substitute for education requirement.

Minimum Experience:

Three (3) years 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 job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

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 visitwww.uthealth-veterans.jobs.

Residency Requirement:

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