Administrative Assistant - Dunn Behavioral Sciences Center/HCPC at UTHealth Houston

UT Health - Houston, TX

Full-time - Entry Level

Houston, TX

Educational Services

About the position

The Administrative Assistant at Dunn Behavioral Sciences Center/HCPC at UTHealth Houston provides essential administrative support to a department or group of professionals. This role involves a variety of administrative and project-oriented tasks, requiring initiative and judgment. The position may also include secretarial support and is crucial for maintaining efficient operations within the department.

Responsibilities

• Resolves routine inquiries and questions and responds to non-routine correspondence or telephone contacts.
• Composes correspondence and memoranda; prepares graphs, tables, manuscripts, 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/or human resources systems.
• Schedules meetings and rooms, invites participants, and arranges refreshments and equipment as needed.
• Prepares and distributes meeting minutes.
• Maintains office supplies and equipment.
• Screens calls and emails and receives and directs visitors.
• Retrieves information from departmental and/or 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 be assigned routine budget or financial responsibilities and maintain or reconcile financial records/reports.
• Advises on policy and processes as assigned by supervisor.

Requirements

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

Nice-to-haves

• Prior experience preparing meeting materials or general reports preferred.

Benefits

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