What are the responsibilities and job description for the Senior Administrative Coordinator in Research and Academic Affairs position at UTHealth Houston Careers?
UTHealth is seeking a Senior Administrative Coordinator who will become part of a dynamic team of professionals with the Executive Vice President and Chief Academic Offer that is comprised of 16 departments. The role of the Senior Administrative Coordinator is to provide business and financial operation responsibilities, support, and oversight to multiple departments. The ideal candidate will make moderately complex business decisions requiring comprehensive knowledge of a wide range of regulations, policies, procedures, and business practices. The majority of the concerns that will be handled are financial in nature.
This role will be hybrid once the initial training has been completed successfully (approximately 3-6 months). Your office will be located at our University Center Tower at the intersection of Fannin and Pressler. This building does have a parking garage, and employees pay a discounted rate to park there. It is on both Metro bus and rail service lines.
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 days, 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’ well-being 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 include entertainment, car rentals, cell phones, etc.
- Resources for child and elder care
- Plus, many more!
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 selecting 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 equipment and space inventories.
- Monitors fund sources to verify accuracy to 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 related to 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.
- 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:
A bachelor’s degree in a business-related field is required. An equivalent education and/or experience level may substitute for the education requirement.
Minimum Experience:
Three (3) years related work experience required.
Prior experience in finance, accounting, business administration, or business management is 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.
