Administrative Secretary - Huntsville Central Pharmacy at University of Texas Medical Branch – Huntsville, Texas

The mission of Correctional Managed Care is to address the healthcare needs of underserved patient populations within the Texas Department of Criminal Justice (TDCJ) and the Texas Juvenile Justice Department (TJJD).

JOB SUMMARY:

Provides advanced secretarial and office administration skills.

ESSENTIAL JOB FUNCTIONS:

• Determines work priorities and monitors progress toward work deadlines.
• Coordinates the daily office activities or supervises as determined by management.
• Composes, types, and proofs finished copies of confidential correspondence.
• Types meeting minutes, manuscripts, grant proposals, medical notes, or technical material using appropriate computer software.
• Develops and monitors department record keeping and filing systems.
• Updates and produces statistical and financial reports as necessary.
• Acts as liaison with other UTMB Correctional Managed Care departments on routine matters.
• Adheres to internal controls and reporting structure established for department.
• Performs related duties as required.

KNOWLEDGE/SKILLS/ABILITIES:

• Proficient in typing and spelling.

EQUIPMENT:

Standard office equipment.

WORK ENVIRONMENT:

Standard office environment. May be located within the confines of a prison, jail or juvenile detention center. Security clearance is required; pre-employment drug testing is also required.

REQUIRED EDUCATION/EXPERIENCE:

• High school or equivalent.
• Four (4) years of related experience.

PREFERRED EDUCATION/EXPERIENCE:

Key Responsibilities

Front Desk & Office Support

• Serve as the primary point of contact for visitors, staff, and incoming inquiries.
• Manage a busy front desk, including phone coverage, reception, and general administrative assistance.
• Maintain a clean, welcoming, and organized front office environment.
• Coordinate scheduling, meeting logistics, and conference room reservations.

Travel & Reimbursement Processing

• Assist employees with submitting travel requests and reimbursement documentation.
• Review expense reports for accuracy and compliance with organizational policies.
• Track pending reimbursements and ensure timely processing.

Employee Engagement & Special Projects

• Maintain and update the employee communication board, ensuring monthly recognition and timely updates.
• Support coordination of small office celebrations, recognitions, and team events as needed.

Timekeeping & Payroll Support

• Serve as the department timekeeper, ensuring accurate time entry for all employees.
• Assist staff with timekeeping issues, corrections, and payroll-related questions.
• Run and review timekeeping reports to ensure compliance with deadlines.

General Administrative Duties

• Draft, proofread, and distribute internal communications and documents.
• Maintain office supplies and coordinate procurement as needed.
• File, organize, and manage administrative records.
• Provide additional support to leadership and staff as assigned.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• 4 years of administrative front desk experience, preferably in a fast‑paced environment.
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel).
• Excellent communication, customer service, and interpersonal skills.
• Strong attention to detail and ability to meet deadlines.
• Experience with timekeeping or payroll systems (e.g., Kronos, Workday) is a plus.
• Ability to multitask, prioritize work, and maintain professionalism under pressure.
• Reliable availability for the required 9:30 AM - 6:00 PM schedule

Salary is commensurate with years of relevant work experience.

Equal Employment Opportunity

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.