Administrative Assistant - LBJ Hospital - 240002O3

$31,000 - $52,000/Yr

UT Health - Houston, TX

Full-time - Entry Level

Onsite - Houston, TX

Educational Services

About the position

The Administrative Assistant at LBJ Hospital provides essential administrative support to a department or group of professionals. This role involves a variety of administrative tasks, including managing correspondence, scheduling, and maintaining records, all while adhering to established guidelines. The position requires initiative and judgment, and may also involve secretarial duties and support for lower-level staff.

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/or 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/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 with others regarding administrative issues on purchasing, personnel, facilities, and operations.
• May 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.
• 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 required.

Benefits

• 100% paid medical premiums for full-time employees.
• Generous time off including holidays, preventative leave days, vacation, and sick time (approximately 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.