Administrative Operations Specialist

2 weeks ago

Galveston, Texas, United States UTMB Health Full time
Minimum Qualifications:

Associate's degree or equivalent and two years of relevant office experience.

Job Overview:

The role involves overseeing, coordinating, and providing direct support for administrative, business management, and staff functions within a designated department.

Key Responsibilities:
  • Perform administrative tasks with minimal supervision, including handling sensitive and confidential information.
  • Coordinate all functions related to the surgical department.
  • Offer administrative assistance to faculty and administrators within the surgical department.
  • Manage faculty records for reappointments, ensuring compliance with all licensing requirements.
  • Assist new faculty with essential tasks such as parking arrangements, lab coat orders, and business card requests.
  • Ensure that departmental goals and objectives are met according to established priorities and deadlines.
  • Update faculty curriculum vitae on an annual basis.
  • Collaborate with other coordinators and administrative staff to cover various departmental functions.
  • Assist in scheduling meetings using calendar tools, preparing agendas, reserving rooms, and sending reminders.
  • Draft correspondence and memoranda in a professional format, ensuring all documents are proofread for accuracy.
  • Compose technical and confidential documents as required.
  • Handle clerical tasks such as copying, filing, faxing, and maintaining bulletin boards.
  • Sort, stamp, and distribute incoming mail and prepare outgoing correspondence.
  • Oversee departmental procurement of office supplies and other necessary items.
  • Monitor and approve time and attendance records for faculty.
  • Coordinate employee travel arrangements and reimbursements, ensuring adherence to current guidelines.
  • Process requisitions for various equipment purchases following established procurement rules.
  • Ensure monthly updates of scheduling systems are completed.
  • Interpret and implement relevant rules, regulations, and policies while adhering to internal controls.
  • Perform additional duties as needed to maintain efficient operations within the surgical department.
Preferred Skills/Competencies:
  • Proficient in Microsoft Office Suite, Kronos Timekeeping System, and Epic.
  • Excellent verbal, written, organizational, and interpersonal skills.
  • Ability to manage multiple tasks to support various areas within the administrative team.
  • Experience working collaboratively in a team environment.
  • Prior experience in administrative support roles.
Salary Range:
Commensurate with experience.

Equal Employment Opportunity:

UTMB Health is committed to providing equal employment opportunities without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other protected status as per institutional policy and federal, state, or local laws. As a VEVRAA Federal Contractor, UTMB Health actively seeks to hire and promote women, minorities, protected veterans, and individuals with disabilities.

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