JOB SUMMARY:

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.
• 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.
• Good overall knowledge of Non-Exempt Administrative Support role skills.
• Adheres to internal controls and reporting structure.
• Performs related duties as required.