Sr. Administrative Secretary, Microbiology And Immunology (Onsite) Job at The Un

Overview

Sr. Administrative Secretary, Microbiology And Immunology (Onsite) – The University of Texas Medical Branch

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

Responsibilities

• 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 confidential 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, non-PO vouchers, and internal billing requests, ensuring all Departmental bills are paid on time and compliant 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. Processes 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 the department. Performs related duties as required.

Minimum Qualifications

• High school diploma or equivalent.
• Five years related experience.

Preferred Qualifications

• 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.
• 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.

Location

• Primary Location: United States-Texas-Galveston
• Work Location: 1019 - Medical Research Bldg

Job Details

• Job: Clerical & Administrative Support
• Organization: UTMB Health
• Regular
• Shift: Standard
• Employee Status: Supervisor
• Job Level: Day Shift
• Job Posting: Sep 15, 2025, 2:45:15 PM

Notes

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