Executive Assistant - Medical School, Department of Surgery (General Surgery)

📁
Professional/Managerial
💼
McGovern Medical School at UTHealth
📅
220002OB Requisition #

 

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.

UTHealth Houston Department of Surgery, Division of General Surgery is an Executive Assistant. Ideal candidate will have previous experience in a medical school academic setting.  Must be flexible and able to multi-task.  Previous experience in credentialing physicians/surgeons, using Coupa for purchasing, travel and reimbursements.  Prefer someone who is experienced in working with multiple faculty/surgeons in a collaborative environment.  This position is administrative and will not be in a clinic or hospital setting.

Location: McGovern Medical School @ 6431 Fannin Street, Houston, TX 77030

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:

Provides administrative support to executive level leadership under general supervision. Performs work that is varied and generally administrative and/or project oriented with analysis. Work regularly requires use of initiative, discretion and independent judgment. This position may perform some secretarial support. Additional guidance may be provided with a detailed position description.

 

Position Key Accountabilities:

  1. Resolves general to complex inquiries and questions and responds to correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
  2. Composes correspondence and memoranda; prepares graphs, tables, manuscripts, speeches, mass communications, reports and presentation materials. May assist with grant and contracts materials.
  3. Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
  4. Responsible for filing systems, accuracy and compliance of files, records and reports for assigned area. Maintains knowledge base of legal and regulatory requirements of files.
  5. Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.
  6. Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures.
  7. Accountable for data entry and accurate and timely submission of data for processing in the financial and/or human resources systems.
  8. Coordinates meetings and gatherings, room assignments, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.
  9. May approve and coordinate purchases of office supplies and equipment.
  10. Screens calls and emails and receives and directs visitors.
  11. Retrieves information from departmental, university and/or system levels and/or project records and produces reports with analysis.
  12. Regularly handles the highest level of confidential information and sensitive issues.
  13. Provides guidance and direction to lower level staff.
  14. Assists with interviewing, orientation and scheduling of staff. Provides input into lower staff performance evaluations.
  15. Serves as a high level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.
  16. May maintain or reconcile financial records/reports. FMS training with a passing score may be required. May have limited signature authority.
  17. Advises on and may draft policies and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
  18. Other duties as assigned.

Certification/Skills:

Advanced 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 required. Bachelor’s degree preferred.

Minimum Experience:

Six (6) years related work experience required. Extensive experience with scheduling, maintaining calendars, and travel itineraries required. Prior experience preparing meeting materials or general reports required. 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

If you are looking for a great healthcare career in Houston, visit http://go.uth.edu/careers!

University of Texas Health Science Center at Houston (UTHealth)

Established in 1972 by The University of Texas System Board of Regents, The University of Texas Health Science Center at Houston (UTHealth) is Houston’s Health University and Texas’ resource for health care education, innovation, scientific discovery and excellence in patient care. The most comprehensive academic health center in the UT System and the U.S. Gulf Coast region, UTHealth is home to schools of biomedical informatics, biomedical sciences, dentistry, nursing and public health and the John P. and Kathrine G. McGovern Medical School. UTHealth includes The University of Texas Harris County Psychiatric Center, as well as the growing clinical practices UT Physicians, UT Dentists and UT Health Services. The university’s primary teaching hospitals are Memorial Hermann-Texas Medical Center, Children’s Memorial Hermann Hospital and Harris Health Lyndon B. Johnson Hospital.

UTHealth Benefits

UTHealth offers a comprehensive and competitive benefits package. For more information on our benefits programs please refer to the UTHealth Office of Benefits Website.


https://www.uth.edu/benefits/benefits-summary.htm

Equal Employment Opportunity Statement

UTHealth is committed to providing equal opportunity in all employment-related activities without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, gender identity or expression, veteran status or any other basis prohibited by law or university policy. Reasonable accommodation, based on disability or religious observances, will be considered in accordance with applicable law and UTHealth policy. The University maintains affirmative action programs with respect to women, minorities, individuals with disabilities, and eligible veterans in accordance with applicable law.


UTHealth has adopted a policy consistent with CMS regulations to protect our patients and university community from exposure to COVID-19. This policy affects all employees, residents, fellows, students, contractors, new hires, visiting scholars program participants, adjunct faculty, and volunteers who work, train, or collaborate at the John S. Dunn Behavioral Science Center.
 
In addition, all UTHealth employees who are assigned to work at a location that is subject to the affiliated partner’s hospital, clinical offices, or agency are required to abide by UTHealth’s rules and regulations, as well as the affiliate’s rules and regulations, including COVID-19 vaccination and safety requirements. 

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