Senior Administrative Coordinator - Graduate School of Biomedical Sciences

Department: Graduate School of Biomedical Sciences

Location: Houston, TX (TMC)

Position Type: Full Time/ Exempt 

 

Position Summary:

This position will work within the finance team at the MD Anderson UTHealth Graduate School of Biomedical Sciences (GSBS) under the supervision of the Senior Administrative Manager.  This position provides general and varied business and financial operations support and makes general to complex business process decisions requiring a comprehensive knowledge of a wide range of regulations, policies, procedures and business practices.

 

Position Key Accountabilities:

• Coordinates the day to day business and financial processes.
• Coordinates and monitors pre-employment and onboarding requirements and activities for GSBS Graduate Research Assistant (GRA) student-employees who are newly hired or rehires.
• Verifies accuracy of all personnel and payroll transactions to conform to university policies and procedures and ensures actions are prepared and processed in a timely manner.
• Reviews and submits personnel action forms related to GSBS GRA student-employees, including: appointments, transfers, separations, salary adjustments and fund source changes.  Ensures the necessary approvals are secured.
• Regularly handles confidential information and sensitive issues.
• Enter funding information in the database.
• Maintain GSBS finance-related logs, including: travel awards and deposits submitted.
• Submit Sponsorship Authorization Forms for coverage of tuition & required fees for GSBS funded students and provide follow-up communication to students at-risk of having their enrollment cancelled.
• Assist the GSBS community with finance-related inquiries, including: tuition & required fees bill/summary, funding policy, myUTH Holds, and student ID numbers needed for submission of sponsorship forms.
• Responsible for UTHealth Review & Validation procedures, including: acquisition of documents needed to reconcile account transactions, download of monthly financial reports required, quarterly download of PeopleSoft FMS approvers and SDR PASS transaction submitters, and preparation of GSBS monthly checklists and semi-annual attestations.
• Download and provide monthly ledgers and expenditure reports to the GSBS Programs.
• Serve as primary effort report coordinator, including review and administrative approval of effort cards under GSBS.
• Process salary reimbursement agreements (SRA’s) and account set up.
• May create and edit various communications materials for the GSBS Finance team, which may include printed materials and/or web site content.
• May train entry level support staff.
• Responsible for making routine business and financial decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
• Assist in GSBS-wide events as needed.
• Provide some administrative support to the Senior Administrative Manager and Associate Dean for Management.
• Other duties as assigned.

Certification/Skills:

• Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required. 
• Advanced working knowledge of University financial systems is preferred.

 

Minimum Education:

• Bachelor’s degree in business related field required. Equivalent level of education and/or experience may substitute for education requirement.

 

Minimum Experience:

• Three (3) years related work experience required. 
• Prior experience in finance, accounting, business administration or business management required.

Preferred: 

• Prior experience with Peoplesoft HCM or FMS 

 

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 job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215