The University of Texas Medical Branch Administrative Secretary - House Staff Office in Galveston, Texas

Min Qualifications

High school or equivalent with 4 years of related experience. 85% spelling accuracy. 40 words per minute.


To provide advanced secretarial and office administration skills.

Min Qualifications

This position requires typing and spelling test scores.

Only applicants who have taken and passed the required testing will be considered for this position.

The testing can be completed at our Welcome Center at 2200 Market Street Galveston, TX 77555. Please call 409-747-4800 to schedule an appointment.

Salary Range

The salary range for this position is from $31,920 to $47,880 annually, commensurate with experience.

This is a pay band Code CS13.

Specific Job Related Duties

Assist the Administrative Director with the management of GME Budget.

Manage, submit and ensure that all PeopleSoft Travel and Orders/Requests for GME Office and Staff are processed.

Log all expenses and process monthly reconciliation reports.

Review and report all details related to expenses to Administrative Director - Sign off by GME Associate Dean, Administrative Director, and CMO.

Responsible for Annual Equipment Inventory to ensure all equipment is accounted.

Manage and submit the Annual Space Survey.

Daily support person to the Administrative Director for GME and Program Manager. Managing their calendar. Prepare letters, correspondence, etc.

Manage and maintain all House Staff Files - Filing, maintenance of office records.

Create new hire folders for new incoming house staff annually.

Manage and process incoming requests for all House Staff verification following appropriate procedures approved by the Graduate Medical Education Advisory Committee.

Help the Senior Admin Secretary with all GME guests, incoming phone calls, and incoming mail - receive, sort, and distribute all incoming mail daily.

Manages the House Staff Sleep Rooms that are located in the John Sealy Towers and Jennie Sealy Hospital. Ensure the rooms are clean with adequate supplies, bedding, paper for printer and all equipment works.

Issue and monitor the 12th floor Locker rooms.

Manage current and future Meal Stipend System to ensure House Staff meet and are eligible for meal stipends. Interacts and helps all GME programs with the training and monitoring of meal stipends.

Monitor Supply Inventory weekly, reporting to GME Admin Director on usage.

Order, receive, and distribute house staff Lab Coats during annual orientation and renewals each August/September.

Order, manage, and distribute recruitment DVDs.

As needed - Compose, type, and proof finished copies of confidential correspondence and help with minutes.

Assists with annual GME Orientation. Specific assignments for Orientation include by not limited to: receive, copy, and distribute incoming House Staff paperwork, collects handouts from speakers, prepare and post directional signs, assist program manager and team with the registration of new house staff, assist new house staff as needed during orientation, handle receiving and distribution of house staff lab coats

Assist with special projects.

Learn GME Databases - New Innovations and MyUTMB.

Preferred Work Experience

Experience with budgets and reconciliations.

Experience with PeopleSoft Travel/Expense and Orders/Requests.

Closing Statement

#ld #lmd01 #admin

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, national origin, sex, age, religion, disability, sexual orientation, gender identity or expression, genetic information or veteran status. As a VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.

Full/Part Time: Full-Time

Regular/Temporary: Regular

Job Title: Administrative Secretary - House Staff Office

Job ID: 52686

Location: Galveston

Business Unit: HOSPT