Administrative Assistant - Children's Learning Institute

UTHealth Houston and Children's Learning Institute are looking for a proactive, tech-savvy Administrative Assistant to support the CLI Circle Team! This role is ideal for someone who learns quickly, works independently, and communicates clearly, both verbally and in writing. The position includes managing customer inquiries, processing orders, handling invoicing with accuracy and professionalism, and assisting with other administrative and operational tasks as needed. The admin will also assist with budgeting and oversee operations in alignment with UT financial systems. Candidates will bring advanced Excel skills, including formulas, pivot tables, and data management, along with experience using financial or procurement systems such as Coupa, FMS, or similar platforms. They will have a background in administrative support, customer service, logistics, operations, record keeping, purchasing, and invoicing, with demonstrated experience in budget tracking or basic financial operations. This individual is comfortable learning new software quickly, troubleshooting basic technical issues, and working independently while maintaining strong verbal and written communication skills. A strong Administrative Assistant proactively asks questions, follows through to find solutions, and takes ownership of tasks from start to finish, tracking progress to ensure timely and accurate completion. They will also enjoy problem-solving, staying organized, and keeping a team running smoothly.

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:

Provides general administrative support to a department or group of professionals under general supervision. Performs work that is varied and generally administrative and/or project oriented. Work occasionally requires use of initiative and judgment. This position may provide secretarial support. Departments may provide additional guidance with a departmental position description.

Position Key Accountabilities:

1. Resolves routine inquiries and questions and responds to non-routine correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
2. Composes correspondence and memoranda; prepares graphs, tables and manuscripts; prepares reports and presentation materials.
3. Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
4. Develops filing systems; maintains files, records and reports for assigned 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. May be responsible for or assists with data entry and basic processing for the financial and/or human resources systems.
8. Schedules meetings and rooms, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.
9. May be required to maintain office supplies and equipment.
10. Screens calls and emails and receives and directs visitors.
11. Retrieves information from departmental and/or project records and may produce reports.
12. Handles confidential information and sensitive issues.
13. Provides back-up for other support staff as needed.
14. May provide guidance and direction to lower level staff. May train entry level clerical staff. May lead support staff.
15. May serve as administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.
16. May be assigned routine budget or financial responsibilities by supervisor.
17. May maintain or reconcile financial records/reports.
18. Advises on policy and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls.
19. Other duties as assigned.

Certification/Skills:

Working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
Use of University financial systems may be required.

Minimum Education:

High School diploma or equivalent.
Associates degree preferred.

Minimum Experience:

Four (4) years related work experience required.
Prior experience with scheduling, maintaining calendars, and travel itineraries required.
Prior experience preparing meeting materials or general reports preferred.
May substitute required experience with equivalent years of education beyond the minimum education requirement.

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.

Veteran Information:

Military occupations that relate to the initial selection criteria and registration or licensure requirements for this position may include but are not limited to: 001802, 2605, 0111, 3F561,68G, 70A, 70B, 70E.

For a complete list please visitwww.uthealth-veterans.jobs.

Residency Requirement:

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