<div><p><strong>Minimum Qualifications: </strong><br>Associate’s degree or equivalent and 2 years of office related experience. </p><p><br><strong>Job Summary: </strong><br>To manage, coordinate, and directly support the administrative and business management, and/or staff activities within a Process/Department.  </p><p>(Ability to perform tasks and responsibilities on own initiative ensuring process and operational continuity of various administrative and business management activities.)</p><p><br><strong>Job Duties:</strong></p><p><br>(Financial related tasks) </p><ul><li>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.</li><li>Assists in the development of Process budget.</li><li>Monitors current status of the Process budget including income and expenditures.</li><li>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.</li><li>Identifies variances in expenditures and reports to customers as appropriate.</li><li>Coordinates the process’ accounts receivable and posting revenues.</li><li>Maintains detailed reports and records of accounting data.</li><li>Assists in the preparation of detailed financial, statistical, and annual reports.</li><li>Assists in the preparation of comparative analysis reports and statements reflecting variations in the expenditures and revenues.</li><li>Assists in conducting cost studies regarding the process’ charge structure/billing system.</li><li>Coordinates and processes employee travel arrangements and reimbursements ensuring compliance with current UTMB Travel Guidelines.</li><li>Process requisitions for routine, non-routine, and capital equipment purchases in accordance with current UTMB procurement rules and guidelines.</li><li>Coordinates and processes employee business expense reimbursements ensuring compliance with current UTMB policies and procedures.</li></ul><p><br>(Software related tasks) </p><ul><li>Types finished copies of correspondence and reports from speedwriting or shorthand notes, Dictaphone machine, or rough drafts.</li><li>Types routine, complex, and/or confidential documents utilizing a typewriter, word processor, or specialized computer software package (e.g., presentations, flow charts, etc.)</li><li>Composes correspondence and memorandums in appropriate business letter format.</li><li>Proofreads all completed assignments for grammar, format, and structure.</li><li>Creates, maintains, and manipulates databases and spreadsheets.</li><li>Initiates action plans to develop skills and knowledge to stay current with evolving office technologies & work demands.</li></ul><p><br>(Clerical tasks – filing, scheduling, reporting, etc.) </p><ul><li>Develops area/process office record keeping systems.</li><li>Compiles data for necessary reports and develops reports that are user friendly.</li><li>Schedules, coordinates, and organizes appointments, meetings, and rooms.</li><li>Coordinates meeting notifications and prepares agendas.</li><li>Files process/area records, reports, correspondence, and other documents maintaining files in accordance with the current Record Retention Schedule.</li><li>Performs miscellaneous clerical tasks, such as making copies, filing, faxing information, and maintaining area bulletin boards.</li><li>Sorts, stamps, and distributes incoming mail and prepares outgoing mail.</li><li>Serves as liaison with other Processes/Departments and agencies regarding inventory control, building services, equipment and maintenance repair, purchasing, safety, and other administrative matters.</li></ul><p><br>(Customer Service) </p><ul><li>Interacts with customers toward effective problem resolution and assists with questions regarding policies, procedures, and operations of the process or area.</li><li>Responsible for administrative support tasks at the executive level.</li><li>Ensure smooth and seamless service in the executive office, managing day-to-day activities.</li><li>Ability to think independently and make decisions as necessary.</li><li>May interface with leadership at UT Components, city, and/or state government agencies or outside vendors.</li></ul><p><br>(HR related tasks)</p><ul><li>Coordinates personnel matters, including the coordination of the hiring, separation, and evaluation processes, with Human Resources ensuring compliance with current policies, procedures, and practices.</li><li>Processes and monitors status of personnel action forms such as promotions, transfers, and disciplinary action including record maintenance.</li><li>Key Control Officer for the Process/Department.</li><li>Provides new and existing staff with Process orientation of Performance Management Program, Personal Development Program, and the interpretation of Human Resources policies and procedures.</li><li>Coordinates and enters employee time and attendance utilizing on-line reporting system verifying the correctness and completeness of data entered.</li><li>Verifies and reconciles payroll issues and distributes employee payroll.</li><li>Assists in the development of area policies and procedures ensuring compliance with applicable rules and regulations.</li><li>Serves as departmental liaison with Human Resources in regards to employee disciplinary and grievance issues.</li></ul><p><br>(Miscellaneous) </p><ul><li>Initiates improvements in work process/environment.</li><li>Analyzes and standardizes procedures for improved efficiencies.</li><li>Prioritizes daily work assignments.</li><li>Contributes ideas and suggestions for improvements to the process.</li><li>Supports and assists in the cross training of team members.</li><li>Good overall knowledge of Non-Exempt Administrative Support role skills.</li><li>Adheres to internal controls and reporting structure.</li><li>Performs related duties as required.</li></ul><p><br><strong>Salary Range:</strong><br>Commensurate with experience.<br> </p><p><strong>EQUAL EMPLOYMENT OPPORTUNITY:</strong><br>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.</p></div>