Administrative Assistant in Capital Assets

Position Summary:

UTHealth Houston is looking for an Administrative Assistant who will work with our Capital Assets Management team.  This individual provides general administrative support to the 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. 

 

Capital Assets is an area that does inventories and audits of what the Univeristy has in use in its professional areas.  The administrative assistant will help with the day to day running of the office.  You will assist with purchasing supplies, doing data entry from inventories, and creating reports.  You will assist with year-end financial reporting as well.  Occasionally you might assist with an inventory, but basically this employee keeps the office functioning for the department.   

 

 

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 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.
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.

 

Security Sensitive:

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215