Administrative Specialist - Office of Faculty Affairs

Minimum Qualifications: 

Bachelor's Degree or equivalent and two years of related experience.

Job Description:

To provide professional and administrative coordination of human resource and financial management activities. To manage, coordinate, and directly support the administrative and business management, and/or staff activities within a Process/Department.
Ability to think & act on own initiative in providing process management of financial, human resource, and administrative support functions

Job Duties:

Event Coordination & Management

• Coordinate program meetings and events.
• Maintain a master calendar of activities.
• Manage event check-in / sign-in table.
• Reconcile event registration with calendar invitations. Track and report event registration activity.
• Ensure correct room set up for events.
• Interface with UTMB internal services (Catering, Classroom Services, Facilities, etc.) personnel.

Administrative Support

• Provide administrative support for various programs within the Office of Faculty Affairs.
• Assist in the development of PowerPoint presentations, flyers, and advertisements.
• Assist with data collection, management, and analysis.
• Prepare reports.
• Interact daily with Faculty Affairs leadership, faculty members, and peer colleagues.
• Submit invoices and purchase order requests through the Academic Enterprise Service Center.
• Initiate Internal Service Requests and track Internal Service Charges (ISC).
• Perform other related duties as required.

Knowledge / Skills / Abilities

• Proficiency with Microsoft Office software.
• Proficiency with Zoom software.
• Familiarity with Canva.
• Execution of detailed processes.
• Strong professional communication skills.
• Customer-service and/or hospitality experience preferred.

Salary Range:

Actual salary commensurate with experience.

FLSA Status: Non-exempt (employee to clock in/out for shifts and meals) and eligible for approved overtime pay.

Work Schedule:
On-site, Monday through Friday, 8 am to 5 pm, and as needed on occasion.

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individu