Senior Administrative Support Associate - ITS-Support Admin **Galveston, Texas, United States** **New** Information Technology UTMB Health Requisition # 2502744 **Minimum Qualifications:** High school diploma or equivalent and four years office office-related experience. **Preferred Qualifications:** + Knowledge and experience working with Excel spreadsheets. + Familiar with Microsoft Office products, PeopleSoft, and Kronos Timekeeping System + Prior administrative support experience. **Job Summary:** To provide clerical, secretarial and office administrative support to a process or area ensuring operational administrative process continuity. **Job Duties:** To provide advanced secretarial and office administration skills to an area, or areas, of Information Technology Services, ensuring operational administrative process continuity. + Coordinates and processes employee travel arrangements and reimbursements, ensuring compliance with current UTMB Travel Guidelines. + Process requisitions for routine, non-routine, and capital equipment purchases in accordance with current UTMB procurement rules and guidelines. + Coordinates and processes employee business expense reimbursements, ensuring compliance with current UTMB policies and procedures. + Processes check requests and IDTs in the online system. + Verifies expenditures and reconciles errors on area accounts (including, but not limited to, CBA and Contractor database). + Maintains inventory of needed supplies for designated support area and processes requisitions for routine purchases utilizing the online ordering system. + Performs all purchasing procedure tasks, including Procurement Card inaccordance with institutional and departmental policies and procedures. **(HR related tasks)** + Coordinates and enters employee time and attendance utilizing an online reporting system, verifying the correctness and completeness of data entered. + Assist in the development of process and functional area policies and procedures **(Software-related tasks)** + Types and proofreads documents from shorthand notes, Dictaphone machine, or rough drafts utilizing personal computer skills. + Composes routine correspondence and memorandums in appropriate business letter format. + Proofreads all completed assignments for grammar, format, and structure. + Creates and maintains databases and spreadsheets. + Creates slide presentation materials. + Stays current with evolving office technologies. ( **Clerical tasks - filing, scheduling, reporting, etc.)** + Assists in the development of office record-keeping systems. + Maintains process/area files in accordance with the current Record Retention Schedule. + Performs miscellaneous clerical tasks, such as making copies, filing, faxing information, and department or area notifications. + Sorts, stamps, and distributes incoming mail and prepares outgoing mail. + Schedules, coordinates, and organizes appointments, meetings, and rooms. + Coordinates meeting notifications and prepares agendas. + Coordinates meeting notifications and prepares agendas. + Performs recording secretary duties for committees or team meetings (i.e., prepares agendas, minutes, and reminders). + Compiles data for necessary reports and runs routine reports. + Acts as a liaison with other campus departments on routine matters. + Coordinates daily office activities or supervises as determined by management. + Serves as liaison with other processes/departments and agencies regarding building services, equipment maintenance and repair, purchasing, and other administrative matters. **(Customer Service)** + Handles routine questions regarding policies, procedures, and operations of the process or area. + Responds to routine customer processing requests. + Works with external customers to provide/receive information. **(Miscellaneous)** + Participates in special projects. + Supports and assists in the training and cross-training of other team members. + Prioritizes daily work assignments. + Adheres to internal controls and reporting structure. + Performs related duties as required/assigned. + Proficient in typing and spelling. + Other duties as assigned. **Knowledge/Skills/Abilities:** + Strong attention to detail. + Proficient with typing, spelling, and grammar + Experience: 4 years of office-related experience **Salary Range:** Actual salary commensurate with experience. **Work Schedule:** Partial Remote. 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 individuals with disabilities. Compensation