Administrative Associate (Obstetrician Gynecologist Administration - Galveston)

Minimum Qualifications:

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

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; manages supply 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.
• 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.