Minimum Qualifications;

Associates degree or equivalent and 2 years of office related experience.

Job Description:

To manage, coordinate, and directly support the administrative, business management, and/or staff activities within a process/department.

Job Duties:

(Financial related tasks) 

• Serves as Accountable Property Officer for the Process/Department maintaining property accounting records including the acquisition of new or disposal of obsolete equipment and conducts annual physical inventory of capital equipment. 
• Assists in the development of Process budget. 
• Monitors current status of the Process budget including income and expenditures. 
• Reconciles Process accounts comparing entries on ledgers with invoices, journal vouchers, and purchase orders to verify accuracy of posting and receipt of payment for services provided by the Process. 
• Identifies variances in expenditures and reports to customers as appropriate. 
• Coordinates the process’ accounts receivable and posting revenues. 
• Maintains detailed reports and records of accounting data. 
• Assists in the preparation of detailed financial, statistical, and annual reports. 
• Assists in the preparation of comparative analysis reports and statements reflecting variations in the expenditures and revenues. 
• Assists in conducting cost studies regarding the process’ charge structure/billing system. 
• 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. 

(Software related tasks) 

• Types finished copies of correspondence and reports from speedwriting or shorthand notes, Dictaphone machine, or rough drafts.
• Types routine, complex, and/or confidential documents utilizing a typewriter, word processor, or specialized computer software package (e.g., presentations, flow charts, etc.) 
• Composes correspondence and memorandums in appropriate business letter format. 
• Proofreads all completed assignments for grammar, format, and structure. 
• Creates, maintains, and manipulates databases and spreadsheets. 
• Initiates action plans to develop skills and knowledge to stay current with evolving office technologies & work demands. 

(Clerical tasks – filing, scheduling, reporting, etc.) 

• Develops area/process office record keeping systems. 
• Compiles data for necessary reports and develops reports that are user friendly. 
• Schedules, coordinates, and organizes appointments, meetings, and rooms. 
• Coordinates meeting notifications and prepares agendas. 
• Files process/area records, reports, correspondence, and other documents maintaining files in accordance with the current Record Retention Schedule. 
• Performs miscellaneous clerical tasks, such as making copies, filing, faxing information, and maintaining area bulletin boards. 
• Sorts, stamps, and distributes incoming mail and prepares outgoing mail. 
• Serves as liaison with other Processes/Departments and agencies regarding inventory control, building services, equipment and maintenance repair,
• purchasing, safety, and other administrative matters. 

(Customer Service) 

• Interacts with customers toward effective problem resolution and assists with questions regarding policies, procedures, and operations of the process or area. 
• Responsible for administrative support tasks at the executive level. 
• Ensure smooth and seamless service in the executive office, managing day-to-day activities. 
• Ability to think independently and make decisions as necessary. 
• May interface with leadership at UT Components, city, and/or state government agencies or outside vendors. 

(HR related tasks)

• Coordinates personnel matters, including the coordination of the hiring, separation, and evaluation processes, with Human Resources ensuring compliance with current policies, procedures, and practices. 
• Processes and monitors status of personnel action forms such as promotions, transfers, and disciplinary action including record maintenance. 
• Key Control Officer for the Process/Department. 
• Provides new and existing staff with Process orientation of Performance Management Program, Personal Development Program, and the interpretation of Human Resources policies and procedures. 
• Coordinates and enters employee time and attendance utilizing on-line reporting system verifying the correctness and completeness of data entered. 
• Verifies and reconciles payroll issues and distributes employee payroll. 
• Assists in the development of area policies and procedures ensuring compliance with applicable rules and regulations. 
• Serves as departmental liaison with Human Resources in regards to employee disciplinary and grievance issues. 

(Miscellaneous) 

• Initiates improvements in work process/environment. 
• Analyzes and standardizes procedures for improved efficiencies. 
• Prioritizes daily work assignments. 
• Contributes ideas and suggestions for improvements to the process. 
• Supports and assists in the cross training of team members. 
• Good overall knowledge of Non-Exempt Administrative Support role skills. 
• Adheres to internal controls and reporting structure. 
• Performs related duties as required. 

Salary Range:Commensurate with Experience