To manage, coordinate, and directly support the administrative and business management, and/or staff activities within a Process/Department.

Ability to perform tasks and responsibilities on own initiative ensuring process and operational continuity of various administrative and business management activities.

Major Duties / Critical Tasks:

(Financial related tasks)

• Serves as Accountable Property Officer for the Process/Department maintaining property accounting records including the acquisition of new or disposal of obsolete equipment and conducts annual physical inventory of capital equipment.

• Assists in the development of Process budget.

• Monitors current status of the Process budget including income and expenditures.

• Reconciles Process accounts comparing entries on ledgers with invoices, journal vouchers, and purchase orders to verify accuracy of posting and receipt of payment for services provided by the Process.

• Identifies variances in expenditures and reports to customers as appropriate.

• Coordinates the process’ accounts receivable and posting revenues.

• Maintains detailed reports and records of accounting data.

• Assists in the preparation of detailed financial, statistical, and annual reports.

• Assists in the preparation of comparative analysis reports and statements reflecting variations in the expenditures and revenues

• Assists in conducting cost studies regarding the process’ charge structure/billing system.

• 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.

(Software related tasks)

• Types finished copies of correspondence and reports from speedwriting or shorthand notes, Dictaphone machine, or rough drafts.

• Types routine, complex, and/or confidential documents utilizing a typewriter, word processor, or specialized computer software package (e.g., presentations, flow charts, etc.)

• Composes correspondence and memorandums in appropriate business letter format.

• Proofreads all completed assignments for grammar, format, and structure.

• Creates, maintains, and manipulates databases and spreadsheets.

• Initiates action plans to develop skills and knowledge to stay current with evolving office technologies & work demands.

(Clerical tasks – filing, scheduling, reporting, etc.)

• Develops area/process office record keeping systems.

• Compiles data for necessary reports and develops reports that are user friendly.

• Schedules, coordinates, and organizes appointments, meetings, and rooms.

• Coordinates meeting notifications and prepares agendas.

• Files process/area records, reports, correspondence, and other documents maintaining files in accordance with the current Record Retention Schedule.

• Performs miscellaneous clerical tasks, such as making copies, filing, faxing information, and maintaining area bulletin boards.

• Sorts, stamps, and distributes incoming mail and prepares outgoing mail.

• Serves as liaison with other Processes/Departments and agencies regarding inventory control, building services, equipment and maintenance repair, purchasing, safety, and other administrative matters.
   

(Customer Service)

• Interacts with customers toward effective problem resolution and assists with questions regarding policies, procedures, and operations of the process or area.

• Responsible for administrative support tasks at the executive level.

• Ensure smooth and seamless service in the executive office, managing day-to-day activities.

• Ability to think independently and make decisions as necessary.

• May interface with leadership at UT Components, city, and/or state government agencies or outside vendors.

(HR related tasks)

• Coordinates personnel matters, including the coordination of the hiring, separation, and evaluation processes, with Human Resources ensuring compliance with current policies, procedures, and practices.

• Processes and monitors status of personnel action forms such as promotions, transfers, and disciplinary action including record maintenance.

• Key Control Officer for the Process/Department.

• Provides new and existing staff with Process orientation of Performance Management Program, Personal Development Program, and the interpretation of Human Resources policies and procedures.

• Coordinates and enters employee time and attendance utilizing on-line reporting system verifying the correctness and completeness of data entered.

• Verifies and reconciles payroll issues and distributes employee payroll.

• Assists in the development of area policies and procedures ensuring compliance with applicable rules and regulations.

• Serves as departmental liaison with Human Resources in regards to employee disciplinary and grievance issues.

(Miscellaneous)

• Initiates improvements in work process/environment.

• Analyzes and standardizes procedures for improved efficiencies.

• Prioritizes daily work assignments.

• Contributes ideas and suggestions for improvements to the process.

• Supports and assists in the cross training of team members.

• Adheres to internal controls established for process/department

• Performs related duties as required.

• Good overall knowledge of Non-Exempt Administrative Support role skills.

Required Education / Experience:

Associates degree or equivalent and 2 years of office related experience.

Equipment:

Standard office equipment.

Working Environment:

Standard office environment.

Other: 

Specific job requirements or physical location of some positions allocated to this classification, may render this position security sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code. 

ANY QUALIFICATIONS TO BE CONSIDERED AS EQUIVALENTS IN LIEU OF STATED MINIMUMS REQUIRE THE PRIOR APPROVAL OF THE VICE PRESIDENT FOR HUMAN RESOURCES AND EMPLOYEE SERVICES.