Job Details

Clerical & Administrative Support

To provide professional guidance, supervision, and coordination in the administrative duties of a department. Provide advanced administrative business skills and coordination of administrative activities as needed by the Chair and Faculty in the general operation of the department.

Reports to: Senior Administrative Manager

Works with: Faculty, Staff, and Students

Job Duties:

• Coordinate departmental human resource functions in collaboration with the Business Manager and Senior Administrative Manager; provide administrative support for the recruitment and selection process.
• Process all POWER requests (ePro, travel, vouchers) via the AE Service Center which includes reconciling receiving reports with monthly account reports and clearing encumbrances throughout the year.
• Assist faculty with educational needs including course preparation, copying and scanning course materials, tracking students, scheduling classes by reserving rooms and/or through virtual options.
• Provide general administrative support to faculty, staff and students.
• Coordinate and schedule meetings for department chairs and faculty.
• Plan, organize, and coordinate special projects, events, functions, etc. in collaboration with faculty and staff.
• Collect information, conduct research, and make recommendations to solve problems as they occur.
• Type routine, complex and/or confidential documents including correspondences, manuscripts, presentations, etc.
• Adhere to internal controls established for department as well as other duties as required supporting the mission and goals of the department and the University.
• Answer and screen telephone calls; answer the telephone courteously and efficiently and relay messages accurately.
• Greeting and assist visitors.
• Sort and distribute office mail.
• Maintain faculty calendars and assist with scheduling meetings.
• Maintain curriculum vitals and bio sketches for department faculty.
• Provide back-up support to other areas as needed.
• Perform related duties as assigned.

Skills:

• Proficient in MS Office (Microsoft Word, Excel, Outlook, Access, PowerPoint, Scheduler), strong oral and written communication skills, solid organizational skills, strong interpersonal skills.
• Ability to manage multiple and changing priorities.

Salary Range: $53,280 - $66,600; Salary 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.