Administrative Associate (Obstetrician Gynecologist Administration - Galveston) **Galveston, Texas, United States** **New** Clerical & Administrative Support UTMB Health Requisition # 2505218 **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