Senior Administrative Specialist - Faculty Development

Senior Administrative Specialist - Faculty Development

Galveston, Texas, United States

Clerical & Administrative Support

UTMB Health

Requisition # 2603625

Bachelor’s degree or equivalent and three years of related experience

• A bachelor’s degree is desirable.
• Relevant experience in a healthcare or academic institution.

To provide a high level of staff assistance to leadership 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.

• Executes administrative duties with minimal direction, exercising sound judgement and discretion with time-critical, sensitive, and/or confidential information.
• Plans, organizes, and coordinates administrative duties including scheduling, travel arrangements, purchasing, reimbursements, vendor payments, and financial transactions, in accordance with UTMB policies.
• Supports the administrative team in achieving goals and objectives as well as identifying challenges, troubleshooting issues, and implementing effective, documented solutions.
• Coordinates, communicates, and interacts with faculty, staff, leadership, and other stakeholders within the University and external guests and collaborators.
• Identifies operational challenges and proactively implements process improvements and solutions.
• Prepares or directs preparation of reports (standard and ad-hoc), including retrieval and analysis of Human Capital Management (HCM), administrative, and financial data.
• Responsible for maintaining effective and efficient office operations, including oversight of supplies, equipment, and workflows.
• Responds to or initiates correspondence of a confidential, sensitive, and technical nature.
• Prepares meeting agendas, coordinates logistics, and attends or represents leadership in meetings as appropriate.
• Maintains expense tracking for leadership, including travel, endowment expenditures, faculty development expenditures, and grants/awards.
• Maintains a broad organization perception to effectively manage internal and external relationships.
• Serves as the designated backup in the absence of a team member.
• Adheres to internal controls and policies established by the office and institution.
• Supports leadership in prioritization, calendar strategy, and alignment of initiatives.
• Contributes to planning and coordination of faculty development programs, events, and initiatives before, during, and after, including logistics, communications, and tracking of participation and outcomes.
• Performs related duties as assigned, which may include special projects, process optimization, or additional responsibilities based on needs.
• Performs related duties as required.

• Proficiency with Microsoft Office 365 applications, including Outlook, Excel, Word, PowerPoint, and Teams and enterprise systems (e.g., SharePoint).
• Strong professional communication (written and verbal) skills
• Strong organizational and time-management skills
• Experience coordinating and managing professional events and programming.

Commensurate with experience.

Onsite, Monday through Friday, 8 am to 5 pm.

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