Administrative Associate - International Affairs Office **Galveston, Texas, United States** **New** 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