Administrative Assistant In Human Resources

UTHealth Houston's Human Resources department is looking for an experienced administrative assistant who can handle supporting multiple managers, many calendars, and a ton of meeting requests. You will be supporting three or four busy HR professionals who are constantly on the go, and in need of assistance organizing and running meetings and appointments. You should have great experience with calendaring, scheduling, reserving meeting rooms, logistics, and even some call for catering now and then (as in ordering, not making). Your project will be our managers. You should be comfortable with technology and working in a fast pace environment. We prefer an administrative professional who has been able to wrangle entire departments or a handful of executives. It's a great team, but they are busy.
What we do here changes the world. UTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.
), Plus
Once you join us you won't want to leave. It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.

• 100% paid medical premiums for our full-time employees
• The longer you stay, the more vacation you’ll accrue!
• Longevity Pay (Monthly payments after two years of service)
• Build your future with our awesome retirement/pension plan!
• Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37-38 days per year)

We take care of our employees! As a world-renowned institution, our employees’ wellbeing is important to us. We offer work/life services such as...

• Other employee discounts including entertainment, car rentals, cell phones, etc.
• Gym membership discounts and access to wellness programs
• Free mental health counseling services
• Plus many more!
• Free financial and legal counseling
• Resources for child and elder care

Position Summary
Provides general administrative support to a department or group of professionals under general supervision. Performs work that is varied and generally administrative and/or project oriented. Work occasionally requires use of initiative and judgment. This position may provide secretarial support. Departments may provide additional guidance with a departmental position description.
Position Key Accountabilities

• Develops filing systems; maintains files, records and reports for assigned area.
• May serve as administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.
• Schedules meetings and rooms, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.
• Resolves routine inquiries and questions and responds to non-routine correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
• May be assigned routine budget or financial responsibilities by supervisor.
• Composes correspondence and memoranda; prepares graphs, tables and manuscripts; prepares reports and presentation materials.
• Provides back-up for other support staff as needed.
• Screens calls and emails and receives and directs visitors.
• Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures.
• Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.
• May be required to maintain office supplies and equipment.
• Retrieves information from departmental and/or project records and may produce reports.
• May provide guidance and direction to lower level staff. May train entry level clerical staff. May lead support staff.
• Other duties as assigned.
• Advises on policy and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls.
• Handles confidential information and sensitive issues.
• May maintain or reconcile financial records/reports.
• May be responsible for or assists with data entry and basic processing for the financial and/or human resources systems.
• Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.

Certification/Skills
Working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
Use of University financial systems may be required (training available)
Minimum Education
High School diploma or equivalent.
Associates degree preferred.
Minimum Experience
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.
May substitute required experience with equivalent years of education beyond the minimum education requirement.
Physical Requirements
Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.
Security Sensitive
This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code

• 51.215

Veteran Information
Military occupations that relate to the initial selection criteria and registration or licensure requirements for this position may include but are not limited to: 001802, 2605, 0111, 3F561,68G, 70A, 70B, 70E.
For a complete list please visit www.uthealth-veterans.jobs.
Residency Requirement
Employees must permanently reside and work in the State of Texas.