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Administrative Coordinator

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UTHealth Houston

Houston, TX, US

1 month ago
full-time
degree mentioned

Job highlights

Qualification

FMS training with a passing score is required. Advises on financial and business practices, policy, and procedures as assigned by supervisor. Working knowledge of standard Office Software such as Word, Excel, PowerPoint, and Outlook is required. Bachelor’s degree level of higher education in business related field required. Equivalent level of education and/or experience may substitute for education requirement. One (1) year related work experience required. Prior experience in finance, accounting, business administration or business management required. Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects. Employees must permanently reside and work in the State of Texas

Responsibility

This position will provide administrative and research support for the Center for Health Equity (CHE) Director and Center leadership team. Performing advanced and confidential duties based on broad experience, skill, and knowledge of the Center, this role will prioritize Center efficiency and accountability. This role makes moderately complex business process decisions requiring a comprehensive knowledge of a wide range of regulations, policies, procedures and business practices. Coordinates the day-to-day business and financial processes to support desired CHE projects and affiliated project outcomes. Position will support tracking grant budgets, faculty and staff efforts, and maintaining human subjects/CITI certification for all Center faculty and staff. Monitors open encumbrances. Monitors expenditures and provides reports on the budget status. Provides a comparison between actual and budget. Provides support for onboarding of new Center staff and students. Coordinates and monitors travel, purchasing, payroll, timekeeping, contracts, and grants. Provides support with the preparation of progress reports to the funding agency. Schedules and maintains office calendars, travel itineraries, and logistics and coordinates related arrangements for the Center Director and Center leadership team. Assists with preparing correspondence, presentations, and reports, as needed by the Center Director and other Center leadership team members. Coordinated Center events and activities, including maintaining the Center directory of contacts. Prioritizes mail, email, and phone calls and schedules meetings for the Center Director. Provide support to letters of recommendation and other correspondence for Center Director and Center leadership team. Maintains internal files and systems: share drive permission, access, and maintenance of folders; distribution email lists; employee lists/numbers; Center presentations and materials; project inventory; research project listings; organizational charts; and Intranet for the Center. Assists with logistics of the affiliated faculty meetings and CHE symposium, including execution, management and coordination of event overview and logistics. Coordinates volunteers, international visitors, and interns, including formal paperwork, tracking, opportunities, and dissemination of programs. Manages community partner organization requests, coordinates activities, and monitors attendance and outcomes. Provides assistance with logistics and support of Center activities, grant review sessions, and yearly Center events and activities with events coordinator. Oversees management of professional development opportunities and training with events coordinator. Maintains accurate and timely records and databases; maintains confidential records and ensures accuracy and integrity of data. Coordinates and schedules Human Resources activities, including assisting with job descriptions, recruiting, and selection for classified staff. Assigned routine budget and financial responsibilities by supervisor. Maintains and reconciles financial records/reports. Is responsible for making routine business and financial decisions and judgment calls. Other duties as assigned

Benefits

  • 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!
  • 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
  • Retirement Savings
  • Health Insurance
  • Paid Time Off

Job Description

Description

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 looking for a Full-Time Administrative Coordinator to join the Center for Health Equity as part of the UTHealth School of Public Health in Houston, TX. This position will provide administrative and research support for the Center for Health Equity (CHE) Director and Center leadership team. The Center for Health Equity is working towards a world populated by healthy people across flourishing communities, and the Center Administrator would be key in supporting research partnerships with other academic institutions, healthcare systems, community-based organizations, and funders. 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: This position will provide administrative and research support for the Center for Health Equity (CHE) Director and Center leadership team. Performing advanced and confidential duties based on broad experience, skill, and knowledge of the Center, this role will prioritize Center efficiency and accountability. This role makes moderately complex business process decisions requiring a comprehensive knowledge of a wide range of regulations, policies, procedures and business practices. Position Key Accountabilities: • Coordinates the day-to-day business and financial processes to support desired CHE projects and affiliated project outcomes. Position will support tracking grant budgets, faculty and staff efforts, and maintaining human subjects/CITI certification for all Center faculty and staff. • Monitors open encumbrances. Monitors expenditures and provides reports on the budget status. Provides a comparison between actual and budget. • Provides support for onboarding of new Center staff and students. • Coordinates and monitors travel, purchasing, payroll, timekeeping, contracts, and grants. • Provides support with the preparation of progress reports to the funding agency. • Schedules and maintains office calendars, travel itineraries, and logistics and coordinates related arrangements for the Center Director and Center leadership team. • Assists with preparing correspondence, presentations, and reports, as needed by the Center Director and other Center leadership team members. • Coordinated Center events and activities, including maintaining the Center directory of contacts. • Prioritizes mail, email, and phone calls and schedules meetings for the Center Director. • Provide support to letters of recommendation and other correspondence for Center Director and Center leadership team. • Maintains internal files and systems: share drive permission, access, and maintenance of folders; distribution email lists; employee lists/numbers; Center presentations and materials; project inventory; research project listings; organizational charts; and Intranet for the Center. • Assists with logistics of the affiliated faculty meetings and CHE symposium, including execution, management and coordination of event overview and logistics. • Coordinates volunteers, international visitors, and interns, including formal paperwork, tracking, opportunities, and dissemination of programs. • Manages community partner organization requests, coordinates activities, and monitors attendance and outcomes. • Provides assistance with logistics and support of Center activities, grant review sessions, and yearly Center events and activities with events coordinator. • Oversees management of professional development opportunities and training with events coordinator. • Maintains accurate and timely records and databases; maintains confidential records and ensures accuracy and integrity of data. • Coordinates and schedules Human Resources activities, including assisting with job descriptions, recruiting, and selection for classified staff. • Assigned routine budget and financial responsibilities by supervisor. Maintains and reconciles financial records/reports. FMS training with a passing score is required. Limited signature authority. • Advises on financial and business practices, policy, and procedures as assigned by supervisor. Is responsible for making routine business and financial decisions and judgment calls. • Other duties as assigned. Certification/Skills: • Working knowledge of standard Office Software such as Word, Excel, PowerPoint, and Outlook is required. Working knowledge of university financial systems, CRMs, and project management software, such as Asana, is preferred. Minimum Education: • Bachelor’s degree level of higher education in business related field required. Equivalent level of education and/or experience may substitute for education requirement. Minimum Experience: • One (1) year related work experience required. Prior experience in finance, accounting, business administration or business management required. Preferred: • Prior experience in the management of public health-related grants, accounts, and research is 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 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.