REQUIRED EDUCATION / EXPERIENCE

Bachelor’s degree or equivalent and 2 years of office related experience.

PREFERRED QUALIFICATIONS

• Experience managing executive calendars
• Experience with Human Capital Management (HCM) systems
• Proficiency in Microsoft Excel, PowerPoint, Teams, and Outlook
• Experience preparing meeting minutes and maintaining documentation
• Strong organizational skills with demonstrated follow-through
• Ability to manage multiple priorities and multitask in a fast-paced environment
• Experience with financial reconciliations

MAJOR DUTIES / CRITICAL TASKS:

Financial related tasks

• Maintains financial stability of Process through effective and accurate inventory control and cost analysis.
• Compiles and prepares detailed financial, statistical, and annual reports for Process/Department.
• Prepares comparative analysis reports and statements reflecting variations in expenditures and revenues.
• Conducts cost studies and monitors Process’ charge structure/billing system.
• Monitors the Process’ accounts receivable and posting of revenues.
• Analyzes financial data and initiates appropriate action when necessary.
• Develops and maintains annual accounting and budget reports.
• Identifies variances in expenditures and makes recommendations for resolution.
• Participates in Process budget discussion and develops Process budgets.
• Participates in service center business plan discussions and develops business plans based on decisions made by the service center’s operational leader.
• Trains others in financial duties and responsibilities.
  

HR related tasks

• Provides staff assistance in the development and interpretation of Human Resources policies and procedures.
• Facilitates the development of process/area policies & procedures ensuring compliance with applicable rules and regulations.
• Serves as departmental liaison with Human Resources in regards to employee disciplinary and grievance issues

Customer Service

• Works with customers to provide improved reports.
• Ability to anticipate needs and scheduling of Executives as related to projects and intervene to acquire information as necessary.
• 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.

Miscellaneous

• Stays current with applicable policies, procedures, rules and regulations
• Recommends, initiates, and facilitates the collaborative development of team process change and new programs.
• Provides team support regarding technical expertise, problem resolution/troubleshooting, training, coaching, and team facilitation.
• Assists in Process projects by coordinating activities, maintaining records, and reporting on status.
• Initiates action plans to develop skills and knowledge that will provide team/area leadership and direction.
• Good overall knowledge of “expert” skills listed below and good overall knowledge of
  

Non-Exempt Administrative Support role skills.

• Adheres to internal controls and reporting structure.
• Responsible for ordering and distributing supplies
• Performs related duties as required.

SALARY RANGE:

Salary commensurate with experience.

WORK SCHEDULE:

Monday-Friday, 8a - 5p

Equal Employment Opportunity

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.