Senior Administrative Support Associate - ITS-Support Admin
Minimum Qualifications:
High school diploma or equivalent and four years office office-related experience.
Preferred Qualifications:
- Knowledge and experience working with Excel spreadsheets.
- Familiar with Microsoft Office products, PeopleSoft, and Kronos Timekeeping System
- Prior administrative support experience.
Job Summary:
To provide clerical, secretarial and office administrative support to a process or area ensuring operational administrative process continuity.
Job Duties:
To provide advanced secretarial and office administration skills to an area, or areas, of Information Technology Services, ensuring operational administrative process continuity.
- Coordinates and processes employee travel arrangements and reimbursements, ensuring compliance with current UTMB Travel Guidelines.
- Process requisitions for routine, non-routine, and capital equipment purchases in accordance with current UTMB procurement rules and guidelines.
- Coordinates and processes employee business expense reimbursements, ensuring compliance with current UTMB policies and procedures.
- Processes check requests and IDTs in the online system.
- Verifies expenditures and reconciles errors on area accounts (including, but not limited to, CBA and Contractor database).
- Maintains inventory of needed supplies for designated support area and processes requisitions for routine purchases utilizing the online ordering system.
- Performs all purchasing procedure tasks, including Procurement Card in accordance with institutional and departmental policies and procedures.
- Coordinates and enters employee time and attendance utilizing an online reporting system, verifying the correctness and completeness of data entered.
- Assist in the development of process and functional area policies and procedures
- Types and proofreads documents from shorthand notes, Dictaphone machine, or rough drafts utilizing personal computer skills.
- Composes routine correspondence and memorandums in appropriate business letter format.
- Proofreads all completed assignments for grammar, format, and structure.
- Creates and maintains databases and spreadsheets.
- Creates slide presentation materials.
- Stays current with evolving office technologies.
- Assists in the development of office record-keeping systems.
- Maintains process/area files in accordance with the current Record Retention Schedule.
- Performs miscellaneous clerical tasks, such as making copies, filing, faxing information, and department or area notifications.
- Sorts, stamps, and distributes incoming mail and prepares outgoing mail.
- Schedules, coordinates, and organizes appointments, meetings, and rooms.
- Coordinates meeting notifications and prepares agendas.
- Coordinates meeting notifications and prepares agendas.
- Performs recording secretary duties for committees or team meetings (i.e., prepares agendas, minutes, and reminders).
- Compiles data for necessary reports and runs routine reports.
- Acts as a liaison with other campus departments on routine matters.
- Coordinates daily office activities or supervises as determined by management.
- Serves as liaison with other processes/departments and agencies regarding building services, equipment maintenance and repair, purchasing, and other administrative matters.
- Handles routine questions regarding policies, procedures, and operations of the process or area.
- Responds to routine customer processing requests.
- Works with external customers to provide/receive information.
- Participates in special projects.
- Supports and assists in the training and cross-training of other team members.
- Prioritizes daily work assignments.
- Adheres to internal controls and reporting structure.
- Performs related duties as required/assigned.
- Proficient in typing and spelling.
- Other duties as assigned.
Knowledge/Skills/Abilities:
- Strong attention to detail.
- Proficient with typing, spelling, and grammar
- Experience: 4 years of office-related experience
Salary Range:
Actual salary commensurate with experience.
Work Schedule:
Partial Remote. Monday through Friday, 8 am to 5 pm, and as needed on occasion.
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.
