Senior Support Assistant - Psychiatry and Behavioral Sciences/School of Behavioral Health Sciences

Senior Support Assistant

UTHealth Houston's Department of Psychiatry and Behavioral Sciences, in tandem with the newly established School of Behavioral Health Sciences, are looking for a Senior Support Assistant to join the growing team! This role is critical to managing the increasing volume of purchasing requests, particularly those tied to contracts and grants. The procurement support assistant will manage purchasing requests related to contracts and grants, ensuring compliance with audit standards, as well as support strategic sourcing and vendor management. This role involves close collaboration with faculty, researchers, and administrative staff to meet procurement needs efficiently.

This is a full-time onsite position with the possibility of becoming hybrid at a later date.

What we do here changes the world. UTHealth Houston is Texas' resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That's where you come in.

Once you join us you won't want to leave. It's because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you'd expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 100% paid medical premiums for our full-time employees
• Generous time off (holidays, preventative leave day, both vacation and sick time all of which equates to around 37-38 days per year)
• The longer you stay, the more vacation you'll accrue!
• Longevity Pay (Monthly payments after two years of service)
• Build your future with our awesome retirement/pension plan!

We take care of our employees! As a world-renowned institution, our employees' wellbeing is important to us. We offer work/life services such as...

• Free financial and legal counseling
• Free mental health counseling services
• Gym membership discounts and access to wellness programs
• Other employee discounts including entertainment, car rentals, cell phones, etc.
• Resources for child and elder care
• Plus many more!

Position Summary:

This is a second step entry level job that performs most routine tasks under more generally defined supervision. Performs a variety of moderately complex clerical tasks to support assigned area. This position may provide secretarial support. Departments may provide additional guidance with a departmental position description.

Position Key Accountabilities:

1. Responds to non-routine correspondence or telephone contacts in area of responsibility within guidelines established by supervisor. Communicates, verbally and in writing, and interacts with a range of department constituents which may include trainees, other UTHSC staff, faculty, vendors, and/or others regarding procurement matters including documentation and status updates.
2. Drafts correspondence and memoranda; prepares graphs, tables and manuscripts; prepares reports and presentation materials.
3. Schedules and maintains calendars, travel itineraries, and coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
4. May maintain and reconcile assigned financial records/ reports for area.
5. Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.
6. Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures.
7. Assists with data entry and basic processing for the financial and/or human resources systems, including Coupa and FMS.
8. Schedules meetings and rooms, invites participants, and arranges refreshments and equipment as needed.
9. Maintains office supplies and equipment, including managing deliveries of orders and notifies requesters when deliveries arrive, and organizing the office supplies and the mailroom
10. Screens calls and emails and receives and directs visitors.
11. Assists with maintaining the storage and retrieval of records and documentation.
12. May handle confidential information and sensitive issues.
13. May train entry level clerical staff.
14. Handles basic to moderately complex inquiries.
15. May be assigned routine budget or financial responsibilities by supervisor.
16. Advises on policy and processes as assigned by supervisor. Demonstrates ability to understand and apply all University, governmental, and/or grant policies and guidelines.
17. Other duties as assigned.

Certification/Skills:

Working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required. FMS training with a passing score may be required. Use of University financial systems may be required. Basic to advanced knowledge of Coupa is a plus.

Minimum Education:

High School diploma or equivalent.

Minimum Experience:

Three (3) years of general office experience. May substitute required experience with equivalent years of education beyond the minimum education requirement. Prior experience scheduling and maintaining calendars & travel itineraries. Prior experience with preparing meeting materials or general reports preferred.

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This position is a security-sensitive position pursuant to Texas Education Code 51.215 and Texas Government Code 411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code 117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. 791.4.

Residency Requirement:

Employees must permanently reside and work in the State of Texas.