Administrative Support Associate - Rehab Services Administration (up to 19 hrs/wk)Galveston, Texas, United StatesNewClerical & Administrative SupportUTMB HealthRequisition # 2405445Minimum Qualifications:
High school diploma or equivalent.
Two years office related experience.
JOB DESCRIPTIONTo provides clerical, secretarial, and office administrative support to a process or area ensuring operational administrative process continuity.ESSENTIAL JOB FUNCTIONS
Financial Related Tasks
Verifies expenditures and reconciles errors on area accounts.
Maintains detailed reports and records of account data.
Types account statements, invoices, and periodic reports regarding billing for services provided by the process.
Maintains inventory of needed supplies for designated support area and processes requisitions for routine purchases utilizing on-line ordering system.
Performs all purchasing procedure tasks including Procurement Card in accordance with institutional policies and procedures.
Arranges travel and enters information in on-line system to process employee reimbursements and check requests ensuring compliance with institutional policies and procedures.
Processes reimbursements, check requests, and IDT’s in on-line system.
HR Related Tasks
Coordinates and enters employee time and attendance utilizing on-line 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 proos documents from shorthand notes, Dictaphone machine, or rough drafts utilizing personal computer skills.
Composes routine correspondence and memorandums in appropriate business letter format.
Proos all completed assignments for grammar, format, and structure.
Creates and maintains databases and spreadsheets.
Creates overhead/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.
Coordinates record retention activities.
Schedules, coordinates, and organizes appointments, meetings, and rooms.
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.
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.
Trains other team members.
Good overall knowledge of Administrative Support Associate skills listed below.
Adheres to internal controls and reporting structure.
Performs related duties as required.
KNOWLEDGE/SKILLS/ABILITIESProficient in typing and spelling.Equal Employment OpportunityUTMB 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
