Address
Form of workJOB SUMMARY:
To manage, coordinate, and directly support the administrative and business management, and/or staff activities within a Process/Department.
(Ability to perform tasks and responsibilities on own initiative ensuring process and operational continuity of various administrative and business management activities.)
MAJOR DUTIES / CRITICAL TASKS:
(Financial related tasks)
(Software related tasks)
(Clerical tasks - filing, scheduling, reporting, etc.)
(Customer Service)
(Miscellaneous)
REQUIRED EDUCATION / EXPERIENCE: Associate's degree or equivalent and 2 years of office related experience.PREFERRED EDUCATION / EXPERIENCE: Bachelor's degree is preferred. Microsoft Office Suite to include PowerPoint, Outlook, Excel, PowerBi, and Calendar. Peoplesoft experience is also preferred.
EQUIPMENT:
Basic office equipment
*This is a contract position through HealthCare Systems Staffing (in-house staffing agency for UTMB). No benefits are associated with this position.
To manage, coordinate, and directly support the administrative and business management, and/or staff activities within a Process/Department.
(Ability to perform tasks and responsibilities on own initiative ensuring process and operational continuity of various administrative and business management activities.)
MAJOR DUTIES / CRITICAL TASKS:
(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.
- 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.
REQUIRED EDUCATION / EXPERIENCE: Associate's degree or equivalent and 2 years of office related experience.PREFERRED EDUCATION / EXPERIENCE: Bachelor's degree is preferred. Microsoft Office Suite to include PowerPoint, Outlook, Excel, PowerBi, and Calendar. Peoplesoft experience is also preferred.
EQUIPMENT:
Basic office equipment
*This is a contract position through HealthCare Systems Staffing (in-house staffing agency for UTMB). No benefits are associated with this position.
