Senior Administrative Specialist (On-Site) - McGovern Academy of Oslerian Medicine

Senior Administrative Specialist (On-Site) - McGovern Academy of Oslerian Medicine

Galveston, Texas, United States

Clerical & Administrative Support

UTMB Health

Requisition # 2403699

Minimum Qualifications:

Bachelor's degree or equivalent and three years of related experience.

Job Description:

To provide a high level of staff assistance to the Administrative Services Team Manager in carrying out the missions of the institution. Organizes, coordinates, and performs administrative duties concerning human resource and financial management activities and assists in the supervision of administrative staff.

Preferred Qualifications:

Working knowledge of the UTMB Accounts Payables Guide, Travel Guide, and eProcurement including the Procurement Card Program.

Job Duties:

To provide a high level of staff assistance to plan, organize, and execute activities of the Osler Student Societies in the John P. McGovern Academy of Oslerian Medicine. Duties include management, general business operation, and successful event planning. Work with the Assistant Dean and Program Director to ensure adherence to the mission of the endowment.

• Monitor program budgets, maintain records pertaining to program activities, and coordinate information to support the departmental budget planning process.

• Set priorities, oversee daily operations, and coordinate the activities of the program.

• Ability to work independently and willingness to take initiative.

• Works toward effective problem resolution and assists with questions regarding policies, procedures & operations.

• Excellent communication and interpersonal skills with a high degree of professionalism and competence in working with a variety of individuals including university executives and administrators, deans, department chairs, students, and external constituents.

• Manage marketing and perform outreach duties to engage with the local community.

• Proven experience in managing projects, ability to address the complex needs of a wide variety of events, and strong attention to detail.

• Responsible for purchasing equipment or other supplies needed to carry out program events.

• Assist with maintaining the departmental website.

• Prepares meeting agendas as well as attends meetings with or in lieu of the Assistant Dean of the Osler Student Societies.

• Maintains a broad organizational perception to effectively carry out the mission of the program.

• Responsible for maintaining office operations which are effective and efficient.

• Possess a degree of skill in logistics, problem-solving techniques, and determination to overcome challenges ensuring events are under budget and carried out smoothly.

• Ability to lead and motivate event teams and volunteers.

• Assists department in attaining goals and objectives as well as troubleshooting problems with documented resolutions.

• Adheres to internal controls established by the department.

• Performs related duties as required.

Work Schedule:

On-site, Monday through Friday, 8am to 5pm, and as needed on occasion.

***Ability to work evenings and weekends and travel, if necessary.

Salary Range:

Actual salary commensurate with experience.

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 VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.

Compensation