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Administrative Associate - International Affairs Office

Galveston, Texas, United States

Clerical & Administrative Support

UTMB Health

Requisition # 2505176

Minimum Qualifications:

Bachelor's degree or equivalent in a related field. No experience required.

Preferred Qualifications:

Three years of relevant legal and immigration administrative work.

Job Summary:

To coordinate and directly support the administrative and business management activities of a department or large division.

Job Duties:

+ Plan, recommend, and coordinate OIA intake processes relating to incoming international staff, including basic check-in, I-9 completion, and orientation. Assist with check-in appointments and I-9s as needed.

+ Management of client communications. Answer the main telephone line and reply to emails promptly. Assist unscheduled/in-person visitors by scheduling appointments with OIA staff or taking messages.

+ Retrieve, scan, and log all incoming and outgoing mail, and organize them in the appropriate files

+ Maintain a log of incoming checks submitted by Departments and visa holders.

+ Management of OIA data, files, and database records. Create new files and electronic records for visa holders. Maintain electronic and physical records/data until the record is archived. -Maintenance of passport, visa stamps, approval notices, and basic biographical and demographic information. -Assist with organizing physical and electronic files. Close electronic and physical files and archive records.

+ Act as department liaison with other departments and agencies regarding inventory control, building services, equipment and maintenance repair, purchasing, safety, and other administrative matters.

+ Assist with the accomplishment of goals and objectives in accordance with priorities, deadlines, and funding conditions prescribed by the AVP and Assistant Director.

+ Assist in the Annual Archiving Project according to the established archiving guide of OIA.

+ Adheres to internal controls and reporting structure.

+ Performs related duties as required.

Salary Range:

Actual salary commensurate with experience.

Work Schedule:

The position is mostly on-site with some remote work, as determined and approved by the department. 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.

Compensation