Job Information
THE UNIVERSITY OF TEXAS HEALTH CENTER AT TYLER Administrative Assistant III in TYLER, Texas
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Job Description
+-----------------------------------------------------------------------+ | Administrative Assistant III-Student Affairs(24000207) | | Job Type(Full or Part-time):Full TimeBenefits Eligibility:Full | | Benefits | | Detailed Shift Information.:Days | | | | ## | | | | Description | | | | JOB SUMMARY: | | | | The Administrative Assistant III coordinates activities and/or | | provides administrative support for an office which requires an | | understanding of complex processes, data, and/or operations of a | | department. This position creates and/or maintains associated | | documents and databases, arranges/coordinates meetings, special | | events; updates supervisor of critical issues/events; provides | | detailed responses to requests for information; reviews and updates | | administrative procedures; prepares and files required metrics and | | regulatory reports; and serves as administrative coordinator for | | annual budget process. | | | | MAJOR RESPONSIBILITIES / DUTIES / CRITICAL TASKS: | | | | Provides office administrative support including but not limited to | | providing quality customer service, returning all voicemails, | | monitoring office supplies/inventory, attending staff meetings, | | responding to general questions/ needs. | | | | Assists with aspects of the day-to-day administration of the | | department; works in close collaboration with departmental leadership | | to assist in implementing strategic and operational plans. | | | | Participates in departmental planning to support the developmental | | goals which align with the organization's goals. | | | | Maintains appointment calendars and schedules appointments or | | meetings as requested for Associate Deans. Handles all related | | logistics, records, and archives meeting notes and other documents | | for reporting purposes. | | | | Compiles and enters data and generates various standard reports. | | | | Assists Associate Deans by performing clerical/secretarial functions | | to accomplish the day-to-day operational needs of the departments. | | | | Oversees administrative matters related to the development of new and | | existing programs or events in the departments. | | | | Orders and maintains supplies/equipment. | | | | Serves as a liaison between external partners and internal team | | m mbers. | | | | Assists Associate Deans with budgets preparation activities and | | reconciles accounts, including restricted, designated, grant, and | | MSRDP accounts in an accurate and timely manner. | | | | Works closely with individuals within the School of Medicine and UT | | Tyler HSC and UT Tyler for administrative support and financial | | processes. | | | | Provides essential administrative support to the department for | | financial practices and processes, including initiating and tracking | | requisitions, and collaborating closely with other departmental | | administrators to ensure a seamless level of support. | | | | Prepares routine forms for all types of reimbursements. | | | | Makes travel arrangements and reservations for Associate Deans. | | | | Supports departmental staff in submitting travel documents. | | | | Tracks payments and balances on standing orders as necessary. | | | | Facilitates preparation of contracts/agreements and submits through | | contract management software program. | | | | Assist in coordinating and the set-up of workshops, departmental | | initiatives, and events. | | | | Handles confidential and/or sensitive information and situations with | | discretion and adherence to FERPA guidelines. | | | | Attend events on behalf of the School of Medicine. | | | | Serves on division and university committees as requested. | | | | Performs other duties as assigned. | | | | ACCOMPANYING KNOWLEDGE, SKILLS, ABILITIES AND COMPETENCIES: | | | | - Detailed knowledge of and demonstrated expertise in the use of | | Microsoft Office applications including Word, | | - Excel, Power Point, and Outlook. | | - Ability to use PeopleSoft (ERP system). | | - Excellent written and verbal communication skills to relay | | complex information with accuracy and diplomacy. | | - Ability to maintain organized records. | | - Ability to work as part of a team. | | - High attention to detail. | | - Ability to multi-task in a fast-paced environment. | | - Excellent customer service skills both in person and over the | | phone. | | - Strong organizational skills. | | - Ability to adapt to a