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Administrative Associate (Obstetrician Gynecologist Administration - Galveston)

UTMB Health • Galveston, TX • 1w ago

Galveston, Texas, United States

New

Clerical & Administrative Support

UTMB Health

Requisition # 2506017

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; managessupply 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 WebTrax 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 necessary.

Salary Range:

Actual salary commensurate with experience or range if discussed and approved by hiring authority.

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.

Compensation

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