Senior Administrative Coordinator - Hybrid - School of Public Health

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.

We are seeking a Full-Time Senior Administrative Coordinator to join the UTHealth School of Public Health. This position will support the Center for Infectious Diseases department.

Benefits

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 business and financial operations support to Department or Epidemiology and

Centers under general supervision. Makes general to complex business process decisions requiring a

comprehensive knowledge of a wide range of regulations, policies, procedures and business practices.

Specific departments may provide additional guidance with a departmental position description.

Position Key Accountabilities

• Coordinates the day-to-day business and financial processes. May trend past performance and forecast future financials.
• Verifies accuracy of all personnel and payroll transactions to conform to university policies and procedures and ensures actions are prepared and processed in a timely manner.
• Regularly handles confidential information and sensitive issues.
• Review personnel action forms regarding appointments, promotions, separations, salary increases, and fund source changes. Ensures the necessary approvals are secured.
• Coordinates and schedules Human Resources activities including recruiting and selection for classified staff.
• Monitors open encumbrances. Monitors expenditures and provides a report on the budget status as requested. Provides a comparison between actual and budget.
• Monitors travel, purchasing, payroll, timekeeping, contracts and grants.
• Responsible for the acquisition of documents needed to monitor adherence to grant or program requirements.
• Maintains departmental/center/lab equipment and space inventories.
• Monitors fund sources to verify the accuracy of budgetary restrictions. Takes necessary steps to comply with restrictions.
• Provides approval of purchase requisitions based on established signature authority guidelines.
• May direct and manage the daily activities of the department/program through administrative staff.
• May create and edit various communications materials for the department/program, which may include printed materials, website content, and/or department newsletters.
• May train entry-level support staff. May lead support staff. May assist with interviewing, orientation, and staff scheduling. May provide input into lower-level staff performance evaluations
• Generally serves as an administrative liaison with others within and outside assigned areas regarding business and financial issues on purchasing, personnel, facilities, and operations.
• Advises on financial and business practices, may draft policies and procedures as assigned by supervisor.
• Responsible for making routine business and financial decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
• Serve as the primary administrative point of contact for support for center/lab faculty
• Coordinate post-doctoral appointments and visiting scholar appointments.
• Process student tuition reimbursements and sponsorships
• Other duties as assigned.
  
  

Certification/Skills

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

Minimum Education

• Bachelor’s degree in business related field required. Equivalent level of education and/or experience may substitute for education requirement.
  
  

Minimum Experience

• Three (3) years related work experience required.
• Prior experience in finance, accounting, business administration or business management required.
  
  

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:001810, 2615, 0101, 018, 68G, 70A, 70B, 70E, 3F561.

For a complete list please visit www.uthealth-veterans.jobs.

Residency Requirement

Employees must permanently reside and work in the State of Texas.