Administrative Assistant

Job Title: Administrative Assistant
Status: Full-Time
Job Location: Houston
Requisition Number: 163187

Job Summary: Here is a terrific opportunity to work with leading researchers and educators in the field of Health informatics. As an Administrative Assistant for the School of Biomedical Informatics, you will provide administrative support to faculty and other senior leadership personnel.

KEY RESPONSIBILITIES:

• Prepare and coordinate travel itineraries for assigned faculty and administrative personnel.
• Manage highly changeable calendars, make room reservations, schedule meetings, and arrange refreshments and equipment as needed.
• Screen phone calls, distribute mail, and receive & direct visitors.
• Responsible for new hire orientation relating to procurement processes, travel, reimbursements, and time reporting.
• Review financial documents to ensure fund sources are accurate and allowable on grants, contract, and other university funds.
• Track employee reimbursement payments and contact responsible parties, as needed.
• Prepare all necessary documentation for expenditures such as payment vouchers, buycard vouchers, and travel reimbursement packets.
• Utilize FMS PeopleSoft to enter financial transactions and ensure compliance with all university, governmental, and/or grant policies and guidelines.
• Other duties as assigned.

REQUIREMENTS:

MINIMUM EDUCATION:
High School diploma or equivalent.
Associates 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 preferred.

Working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.

Use of University financial systems may be required.

SALARY: Commensurate with experience.

Where do I begin?

To begin this process, please visit our Job Site, search for the position, click it and select "Apply For This Posting". Then select a user name and password that you will easily remember. You should write down your user name and password. You will need it to apply for other positions or check the status of your application the next time you visit the site.

What if I have already created an application?

If you have already created an application with the online employment system and wish to update your information, please click on the "login using your existing user name" link to login with the user name and password that you used when you created your application.

Other Frequently Asked Questions (FAQ's)

This is a secure site. Only authorized Human Resources Employees have access to the information submitted.