[Remote] Administrative Coordinator, SPPH Administration (Partial Remote)

Note: The job is a remote job and is open to candidates in USA. UTMB Health is seeking an Administrative Coordinator to provide professional guidance and coordination in the administrative duties of a department. The role involves supporting faculty, staff, and students with various administrative tasks, including human resource functions, meeting coordination, and special project management.

Responsibilities

• Coordinate departmental human resource functions in collaboration with the Business Manager and Senior Administrative Manager; provide administrative support for the recruitment and selection process
• Process all POWER requests (ePro, travel, vouchers) via the AE Service Center which includes reconciling receiving reports with monthly account reports and clearing encumbrances throughout the year
• Assist faculty with educational needs including course preparation, copying and scanning course materials, tracking students, scheduling classes by reserving rooms and/or through virtual options
• Provide general administrative support to faculty, staff and students
• Coordinate and schedule meetings for department chairs and faculty
• Plan, organize, and coordinate special projects, events, functions, etc. in collaboration with faculty and staff
• Collect information, conduct research, and make recommendations to solve problems as they occur
• Type routine, complex and/or confidential documents including correspondences, manuscripts, presentations, etc
• Adhere to internal controls established for department as well as other duties as required supporting the mission and goals of the department and the University
• Answer and screen telephone calls; answer the telephone courteously and efficiently and relay messages accurately
• Greeting and assist visitors
• Sort and distribute office mail
• Maintain faculty calendars and assist with scheduling meetings
• Maintain curriculum vitals and bio sketches for department faculty
• Provide back-up support to other areas as needed
• Perform related duties as assigned

Skills

• Bachelor's degree or equivalent in related field; 2 years related experience
• Proficient in MS Office (Microsoft Word, Excel, Outlook, Access, PowerPoint, Scheduler), strong oral and written communication skills, solid organizational skills, strong interpersonal skills
• Ability to manage multiple and changing priorities

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