Administrative Assistant- Advanced Heart Failure

UT Health

Full-time - Entry Level

Educational Services

About the position

The Administrative Assistant for Advanced Heart Failure at UTHealth Houston provides essential administrative support to a department or group of professionals. This role involves a variety of administrative tasks, project-oriented work, and may include secretarial duties under general supervision. The position requires initiative and judgment to resolve inquiries, manage correspondence, and maintain organizational systems.

Responsibilities

• Resolves routine inquiries and questions and responds to non-routine correspondence or telephone contacts.
• Composes correspondence and memoranda; prepares graphs, tables, and manuscripts; prepares reports and presentation materials.
• Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with policies and guidelines.
• Develops filing systems; maintains files, records, and reports for assigned area.
• Receives, classifies, reconciles, consolidates, and summarizes documents and information.
• Compiles data from reports using knowledge of departmental, project, and university policies and procedures.
• Assists with data entry and basic processing for financial and human resources systems.
• Schedules meetings and rooms, invites participants, and arranges refreshments and equipment as needed.
• Maintains office supplies and equipment.
• Screens calls and emails and receives and directs visitors.
• Retrieves information from departmental and project records and produces reports.
• Handles confidential information and sensitive issues.
• Provides back-up for other support staff as needed.
• May provide guidance and direction to lower level staff and train entry level clerical staff.
• Serves as administrative liaison regarding administrative issues on purchasing, personnel, facilities, and operations.
• May maintain or reconcile financial records/reports and advise on policy and processes as assigned.

Requirements

• High School diploma or equivalent required; Associates degree preferred.
• Four (4) years related work experience required.
• Prior experience with scheduling, maintaining calendars, and travel itineraries required.
• Prior experience preparing meeting materials or general reports preferred.
• Working knowledge of standard Office Software such as Word, Excel, PowerPoint, and Outlook is required.

Nice-to-haves

• Experience with University financial systems may be beneficial.

Benefits

• 100% paid medical premiums for full-time employees.
• Generous time off equating to around 37-38 days per year.
• Longevity Pay after two years of service.
• Retirement/pension plan.
• Free financial and legal counseling services.
• Free mental health counseling services.
• Gym membership discounts and access to wellness programs.
• Employee discounts including entertainment, car rentals, and cell phones.
• Resources for child and elder care.