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Under the general direction of the CCHE Clinical Director (Dr. John Schneider) and Director, Prevention Services, the Administrative Specialist provides one-on-one support for the Clinical Director, which includes, but is not limited to scheduling and managing diverse and complex appointments, meetings, and travel arrangements for CCHE Director. Drafting letters, preparing presentations. This position also performs complex and diverse administrative duties for CFAR and CCHE faculty. Additionally, this position serves as point person for all administrative support responsibilities within the CCHE, not otherwise provided by existing support positions. Support activities related to the Third Coast Center for AIDS Research and additional activities associated with CFAR, including scheduling seminars, initiation and tracking/monitoring attendance/sign in; ordering food, distribution of awards, initiate and distribute meeting minutes. Review CCHE Clinical Director calendar with him, at least 2 weeks in advance in order to be able to organize meeting materials, or obtain all necessary meeting materials in advance of meetings, as well as allow for the opportunity to make any necessary schedule adjustments in a timely fashion.
Performs high level administrative duties in support of CCHE functions including, but not limited to monitoring and reconciling accounts. Initiate petty cash requests and track all petty cash transactions. Initiating and track all accounts receivables and payables. Process all expense and travel reimbursements; obtain budget/account approval from Center Director (not to be confused with CCHE Director). Researches, compiles and analyzes data to create reports, proposals and other documents including but not limited to financial and monthly reports.
General Office duties:
Compose and edit correspondence and other documents. May maintain and update Web content. Monitors and orders office supplies. Oversees and maintains the physical office space, including initiating maintenance requests and repair orders; initiating equipment orders, repairs and upgrades, only upon budget approval from Center Administrative Director (not to be confused with CCHE Clinical Director). Works in collaboration with Manager of Outreach and Care Engagement to assist with logistics of major events not otherwise performed by Manager of Outreach or outreach staff. May manage special projects or functions related to the business of the organizational unit upon approval and/or direction of CCHE Director.
Serves as a liaison to the University community regarding administrative issues such as finances, non-academic personnel, and communications. Resolves many office problems independently and facilitates solutions, conferring with Center Director to resolve the most complex issues. Coordinates office functions, including developing and implementing office procedures and policies. May serve as a resource in interpreting University policies and guidelines. May coordinate other personnel matters, including managing the recruitment and hiring process only as it relates to scheduling interviews and/or initiating job descriptions or initiating and/or processing necessary on-boarding/ termination paperwork. Processing all personnel and payroll related forms; initiating IT systems requests for CCHE staff, per request of managers, maintaining and updating CCHEs social media communications, including, but not limited to electronic and/or hard copy distribution of information to partners and other external agencies.
NOTE: The position splits time between two locations, 3 days per week at university campus, and 2 days per week at off-site location (within 3 miles of university campus).
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status or status as an individual with disab