Administrative Assistant for Legal Affairs (On-site)

Position Summary:

Our office of legal affairs is looking for an administrative assistant who will serve as the front desk and receptionist and provide clerical aid to our legal team. You will provide general administrative support to the legal department and a group of professionals under general supervision. You must be able to perform varied, administrative, and/or project-oriented work. Work occasionally requires the use of initiative and judgment. This position will provide secretarial support. Other duties include maintaining supplies, greeting guests and getting them where they need to be, answering the phone, helping with setting up events and keeping an eye on the coffee maker. You will need to be able to set up and maintain files in a computer system and be able to do general clerical duties as part of your day-to-day job.

Because this position is stationed at a front desk, you will need to report to work at our University Center Tower daily and during normal business hours. The role is classified as non-exempt and is eligible for all UTHealth benefits.

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, there are many more!

Position Key Accountabilities:

• Man the front desk of the department. Answer the departmental phones and entrance intercom; receive and direct visitors; take and relay messages. Resolve routine inquiries and questions, both internal and external.
• Format correspondence for attorney communication and signature; compose correspondence and memoranda; prepare reports, manuscripts, and presentation materials.
• Sort and distribute mail for the Office of Legal Affairs; prepare mail-outs and overnight packages for delivery; sign for delivered packages.
• Order supplies and approve vouchers and requisitions for the Office of Legal Affairs; Maintain and organize supply inventory.
• Ensure departmental parking validations are up-to-date and order new vouchers as needed. Process petty cash reimbursements for the department.
• Create and maintain medical malpractice and Board complaint files. Order records from various facilities, save them to file, and send them to the UT System-assigned attorney and outside counsel. Route facility ROI invoices to UTS for payment.
• Prepare and send reports, records, and requests to UT System, outside counsel, University employees, and contracted consultants as directed.
• Prepare and distribute the Professional Liability Committee meeting packet. Send meeting recording to contractor for transcription, and save returned documents to file.
• Provide notary services for the Office of Legal Affairs and UTHealth employees. (UTHealth will assist anyone with getting a license, and pay for this)
• Assist with any projects assigned by Attorneys, the Healthcare Risk Management Team, and/or the Senior Administrative Manager.
• Other tasks/duties as assigned.

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.

Minimum Education:

High School diploma or equivalent.
Associate's 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 is 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. And employees will need to be willing to work entirely on-site.