Administrative Associate; Obstetrician Gynecologist Administration - Galveston

Minimum Qualifications:

Bachelor's degree or equivalent in related field. No experience required.

Preferred Qualifications:

• 5+years of professional office experience with strong proficiency using the Microsoft Office Suite (Word, Excel, Outlook and PowerPoint).

• Strong typing, formatting and document preparation skills.

• Ability to create spreadsheets, pivot tables, and charts in Excel

• Experience with email/Calendar management in Outlook.

• Strong organizational and time management abilities

• Excellent written and verbal communication skills.

• Ability to design professional presentations in PowerPoint.

Job Summary:

To coordinate and directly support the administrative and business management activities of a department or large division.

Job Duties:

Administrative: 50%

• Manages the ASG IV Administrator’s calendar, including scheduling, revising appointments, and coordinating meetings with faculty across the university and external agencies.

• Prepares meeting agendas and minutes; drafts, edits, and distributes documents, notifications, letters, memos, and email correspondence.

• Distributes Weekly Relay Meeting summaries and other communications on behalf of the ASG IV Administrator.

• Provides administrative support to the Assistant of the Chairman of OB/GYN.

• Serves as a liaison between internal departments and external organizations to facilitate effective communication and collaboration.

• Oversees timekeeping functions for the Department of OB/GYN.

• Provides cross-departmental support to OB/GYN, Pediatrics, and ASG IV by executing additional duties as assigned by the Administrator.

• Processes departmental invoices, including PO and Non-PO transactions; manages supply orders and vendor payments for OB/GYN services.

• Coordinates travel arrangements including booking webinars, conferences, flights, hotels, and handling cash advances, mileage, per diem, and all pre- and post-travel reimbursements.

• Manages payment processing for annual faculty membership renewals.

• Ensures smooth and efficient office operations through proactive administrative oversight.

• Handles incoming and outgoing mail and overnight shipments via UTMB Global Shipping.

• Coordinates access management, KCO setup, and onboarding procedures for new employees and faculty.

• Organizes and facilitates onboarding for new hires and faculty members.

• Plans and hosts virtual departmental meetings as needed.

• Manages documentation and compliance for faculty Continuing Medical Education (CME) credits in accordance with institutional and accrediting body standards.

Financial: 15%

• Compiles and analyzes data, statistics, and relevant materials to support departmental meetings and decision-making.

• Participates in budget planning and financial oversight activities.

• Serves as the Department Procurement Card Coordinator, ensuring compliance with purchasing policies.

• Manages faculty parking logistics, including payment processing and coordination.

• Retrieves and interprets financial data from Hyperion/FMS and other reporting systems as needed.

• Conducts audits of departmental telephone, fax, and pager usage to identify cost-saving opportunities and reduce budget expenditures.

• Identifies and resolves budget encumbrances in a timely and efficient manner to ensure accurate financial reporting and resource allocation.

Projects: 10%

• Coordinates and disseminates the Quarterly Medicare Time Study updates to all OB/GYN, Pediatrics, and ASG IV teams.

• Serves as a key advisor on departmental policies, procedures, and operational matters.

• Leads the planning and execution of quarterly team-building initiatives for departmental staff.

• Supports and manages logistics for departmental relocations and space planning.

• Oversees and ensures the successful completion of special projects within the OB/GYN department.

• 5+years of professional office experience with strong proficiency using the Microsoft Office Suite (Word, Excel, Outlook and PowerPoint).

• Strong typing, formatting and document preparation skills.

• Ability to create spreadsheets, pivot tables, and charts in Excel

• Experience with email/Calendar management in Outlook.

• Strong organizational and time management abilities

• Excellent written and verbal communication skills.

• Ability to design professional presentations in PowerPoint.

IT Computer: 25%

• Reviews and reconciles monthly IT-related expenses for each division within the OB/GYN Department, focusing on controllable computer and technology costs.

• Coordinates quarterly computer refresh cycles for the OB/GYN Department to ensure hardware remains current and efficient.

• Procures new computer equipment for incoming faculty and staff within the OB/GYN Department, based on departmental needs and onboarding schedules.

• Collaborates with Information Services (IS) to facilitate imaging, delivery, and setup of computers for new employees.

• Conducts regular audits of Web Trax and departmental databases to ensure data accuracy and compliance.

• Manages IS storage reports by reviewing departmental usage and issuing communications to reduce shared drive space where…