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Administrative Assistant I

Administrative Assistant | Houston, TX | Contract

Job Description
Administrative Assistant I
Work Location: Houston, TX

Job Summary/Description
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.

Job Duties/Responsibilities/Functions (including but not limited to)
• Resolves routine inquiries and questions and responds to non-routine correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
• Composes correspondence and memoranda; prepares graphs, tables and manuscripts; prepares reports and presentation materials.
• Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
• Develops filing systems; maintains files, records and reports for assigned area.
• Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.
• Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures.
• May be responsible for or assists with data entry and basic processing for the financial and/or human resources systems.
• Schedules meetings and rooms, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.
• May be required to maintain office supplies and equipment.
• Screens calls and emails and receives and directs visitors.
• Retrieves information from departmental and/or project records and may produce reports.
• Handles confidential information and sensitive issues.
• Provides back-up for other support staff as needed.
• May provide guidance and direction to lower level staff. May train entry level clerical staff. May lead support staff.
• May serve as administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.
• May be assigned routine budget or financial responsibilities by supervisor.
• May maintain or reconcile financial records/reports.
• Advises on policy and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls.
• Performs other duties as assigned.

Minimum Qualifications
• High School diploma or equivalent. Associates degree preferred.
• 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.
• Working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
• Use of University financial systems may be required.
• May substitute required experience with equivalent years of education beyond the minimum education requirement.

About InGenesis
InGenesis is dedicated to placing people in positions that preserve life, improve lives and inspire others. This does not happen without passionate people, skilled colleagues who are motivated to create innovative solutions and deliver superior service to our clients. Founded in 1998, InGenesis manages thousands of employees, including pioneering healthcare, science, technology and pharma professionals. The workforce solutions company includes almost half of the Fortune 500 in its nearly 300 clients. It is recognized as one of the largest healthcare staffing firms, and InGenesis is the largest minority/women owned healthcare staffing firm in North America.

EEOC Statement
We support a diverse workforce and is an Equal Opportunity Employer who does not discriminate against employees and applicants for employment on the basis of race, gender, color, religion, national origin, age, sexual orientation, gender identity, genetic information, disability, veteran status, or other classification protected by law.