Administrative Specialist (On-Site) - Faculty Development at University of Texas Medical Branch – Galveston, Texas

Minimum Qualifications:

Bachelor's Degree or equivalent and two years of related experience.

Preferred Qualifications:

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

Job Description:

To provide professional and administrative coordination of human resource and financial management activities.

Job Duties:

Event Coordination & Management

• Coordinate program meetings and events.
• Maintain a master calendar of activities.
• Manage event check-in / sign-in table.
• Reconcile event registration with calendar invitations. Track and report event registration activity.
• Ensure correct room set up for events.
• Interface with UTMB internal services (Catering, Classroom Services, Facilities, etc.) personnel.

Administrative Support

• Provide administrative support for various programs within the Office of Faculty Development.
• Assist in the development of PowerPoint presentations, flyers, and advertisements.
• Assist with data collection, management, and analysis.
• Prepare reports.
• Interact daily with Faculty Development leadership, faculty members, and peer colleagues.
• Submit invoices and purchase order requests through the Academic Enterprise Service Center.
• Initiate Internal Service Requests and track Internal Service Charges (ISC).
• Perform other related duties as required.

Knowledge / Skills / Abilities:

• Proficiency with Microsoft Office software.
• Proficiency with Zoom software.
• Familiarity with Canva.
• Execution of detailed processes.
• Strong professional communication skills.
• Customer-service and/or hospitality experience preferred.

Salary Range:

Actual salary commensurate with experience.

FLSA Status: Non-exempt (employee to clock in/out for shifts and meals) and eligible for approved overtime pay.

Work Schedule:

On-site, Monday through Friday, 8 am to 5 pm, and as needed on occasion.

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.