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Sr. Administrative Secretary, Microbiology And Immunology (Onsite)

Galveston, Texas, United States

Clerical & Administrative Support

UTMB Health

Requisition # 2505088

Minimum** **Qualifications:

+ **High** **school** **diploma** **or** **equivalent.**

+ **Five** **years** **related** **experience.**

JOB** **DESCRIPTION

To** **provide** **advanced** **secretarial support** **to** **management for effective** **and** **efficient** **business** **operations.

ESSENTIAL** **JOB** **FUNCTIONS

Coordinates the daily office activities for assigned faculty.** **Maintains appointment calendars and arranges appointments, meetings, and travel. Screens and refers phone calls. Greets and directs visitors. Assists as backup for other administrative staff.

Executes, with minimal direction, including managing time-critical, sensitive, and/or confidential information, plans, organizes, and coordinates administrative duties for the Department of Microbiology and Immunology.

Provides administrative support to faculty, and staff in support of the Department's goals and objectives including but not limited to confidential and daily correspondence, updating faculty curriculum vitae, maintaining office files and records, scheduling meetings, preparing meeting agendas, and coordinating teaching materials as needed** **.

Coordinates and processes employee travel arrangements, reimbursements, as well as non-PO vouchers and internal billing requests, and ensures all Departmental bills are paid on time, ensuring compliance with current Departmental and Institutional policies and procedures.

Coordinates speakers for the seminar program, makes travel, lodging and dinner arrangements, sets up itineraries, escorts speakers, and arranges for A.V. equipment and classroom space.

Space Survey

Asset Custodian.** **Coordinates annual inventory process, scanning, loan forms.

Processes Federal Express requests and arranges for pick-ups using E-ship Global.

Assists with departmental purchasing of office supplies, and other approved items as needed.** **Process** **electronically** **all** **personnel** **and** **purchasing** **transactions** **following** **institutional** **policies** **and procedures.

Acts** **as** **department liaison** **with** **other** **departments** **and** **agencies.

Adheres** **to** **internal** **controls** **established** **for** **department.

Performs** **related duties** **as** **required.

PREFERRED QUALIFICATIONS

Incumbent must show ability to work with all levels of management, faculty, and staff.

Knowledge and experience working with Excel spreadsheets.

Familiar with Microsoft Office, PeopleSoft, Kronos Timekeeping System.

Must possess excellent verbal, written, organizational, and interpersonal skills.

Ability to multi-task to support diverse areas within the administrative team.

Prior administrative support experience.

KNOWLEDGE/SKILLS/ABILITIES

Proficient** **in** **typing** **and spelling.

SALARY:

Commensurate with 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.

Compensation