Job Details

Senior Administrative Assistant

The UT Police Department in Houston, TX is seeking a Full-Time Senior Administrative Assistant to play a key role in supporting daily operations and departmental leadership. This position calls for a highly organized professional with strong communication and administrative skills, capable of managing complex calendars, coordinating meetings and travel, and independently prioritizing a wide range of tasks. The ideal candidate excels in professional communication, collaborates seamlessly with team members, and contributes to smooth office operations and event logistics. Success in this role also requires proficiency with timekeeping and travel reimbursement systems, meticulous attention to detail, adaptability in a fast-paced environment, and a proactive approach to problem-solving and supporting departmental initiatives.

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.

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.), plus:

• 100% paid medical premiums for our full-time employees
• Generous time off (holidays, preventative leave day, both vacation and sick time all of which equates to around 37-38 days per year)
• 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!

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...

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

Position Summary:

• Provides general and varied administrative support to a department or group of professionals under general supervision. Performs work that is varied and generally administrative and/or project oriented with general analysis. Work generally requires use of initiative and independent judgment. This position may provide secretarial support.

Position Key Accountabilities:

• Resolves routine inquiries and questions and responds to non-routine correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
• Composes correspondence and memoranda; prepares graphs, tables and manuscripts; prepares reports and presentation materials. May assist with grant and contract materials.
• Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
• Develops filing systems; maintains files, records and reports for assigned area. Maintains knowledge base of legal and regulatory requirements of files.
• Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.
• Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures.
• May be responsible for or assisting with data entry and basic processing for the financial and/or human resources systems.
• Schedules meetings and rooms, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.
• May be required to maintain office supplies and equipment.
• Screens calls and emails and receives and directs visitors
• Retrieves information from departmental and/or project records and may produce reports with analysis
• Regularly handles confidential information and sensitive issues.
• Provides guidance and direction to lower level staff and is held accountable for their work.
• May train entry level clerical staff. May lead support staff. May assist with interviewing, orientation and scheduling of staff. May provide input into lower level staff performance evaluations.
• Generally serves as an administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.
• Advises on and may draft policies and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
• Other duties as assigned.

Certification/Skills:

• Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required. Use of University financial systems may be required.

Minimum Education:

• High school diploma or equivalent required. Associates degree preferred.

Minimum Experience:

• Five (5) years related work experience required. May substitute required experience with equivalent years of education beyond the minimum education requirement.
• Prior experience with scheduling, maintaining calendars, and travel itineraries required. Prior experience preparing meeting materials or general reports preferred.

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 position is a security-sensitive position pursuant to Texas Education Code 51.215 and Texas Government Code 411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code 117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. 791.4.

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.