Administrative Assistant Jobs at University of Texas Medical Branch with Visa Sponsorship
Administrative Assistant jobs at University of Texas Medical Branch span clinical operations, research administration, and academic support across a large academic medical center. UTMB has a consistent track record of sponsoring international candidates for administrative functions, making it a practical target for visa-dependent job seekers in the healthcare education sector.
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Get Access To All JobsMINIMUM QUALIFICATIONS:
Bachelor's degree or equivalent in related field; 2 years related experience.
JOB DESCRIPTION:
To provide professional guidance, supervision, and coordination in the administrative duties of a department.
JOB DUTIES:
- Process all POWER requests (ePro, travel, vouchers) via the AE Service Center which includes reconciling receiving reports with monthly account reports and clearing encumbrances throughout the year.
- Assist faculty with educational needs including course preparation, copying and scanning course materials, tracking students, scheduling classes by reserving rooms and/or through virtual options.
- Provide general administrative support to faculty, staff and students.
- Coordinate and schedule meetings.
- Plan, organize, and coordinate special projects, events, functions, etc. in collaboration with faculty and staff.
- Collect information, conduct research, and make recommendations to solve problems as they occur.
- Type routine, complex and/or confidential documents including correspondences, manuscripts, presentations, etc.
- Answer and screen telephone calls; answer the telephone courteously and efficiently and relay messages accurately.
- Greet and assist visitors.
- Sort and distribute office mail.
- Maintain faculty calendars and assist with scheduling meetings.
- Maintain curriculum vitaes and biosketches for department faculty.
- Adhere to internal controls established for department as well as other duties as required supporting the mission and goals of the department and the University.
- Provide back-up support to other areas as needed.
- Perform related duties as assigned.
SKILLS:
- Proficient in MS Office (Microsoft Word, Excel, Outlook, Access, PowerPoint, Scheduler).
- Strong oral and written communication skills, solid organizational skills, strong interpersonal skills.
- Ability to manage multiple and changing priorities.
SALARY RANGE:
$53,280 - $66,600 Commensurate with experience
EQUIPMENT/ WORKING ENVIRONMENT:
Standard office equipment and environment.
OTHER:
Specific job requirements or physical location of some positions allocated to this classification, may render this position security sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code.
RELATIONSHIPS:
Reports to: Program Manager, Aerospace Medicine
Works with: Faculty, Staff, Residents and Students
Equal Employment Opportunity
UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.
MINIMUM QUALIFICATIONS:
Bachelor's degree or equivalent in related field; 2 years related experience.
JOB DESCRIPTION:
To provide professional guidance, supervision, and coordination in the administrative duties of a department.
JOB DUTIES:
- Process all POWER requests (ePro, travel, vouchers) via the AE Service Center which includes reconciling receiving reports with monthly account reports and clearing encumbrances throughout the year.
- Assist faculty with educational needs including course preparation, copying and scanning course materials, tracking students, scheduling classes by reserving rooms and/or through virtual options.
- Provide general administrative support to faculty, staff and students.
- Coordinate and schedule meetings.
- Plan, organize, and coordinate special projects, events, functions, etc. in collaboration with faculty and staff.
- Collect information, conduct research, and make recommendations to solve problems as they occur.
- Type routine, complex and/or confidential documents including correspondences, manuscripts, presentations, etc.
- Answer and screen telephone calls; answer the telephone courteously and efficiently and relay messages accurately.
- Greet and assist visitors.
- Sort and distribute office mail.
- Maintain faculty calendars and assist with scheduling meetings.
- Maintain curriculum vitaes and biosketches for department faculty.
- Adhere to internal controls established for department as well as other duties as required supporting the mission and goals of the department and the University.
- Provide back-up support to other areas as needed.
- Perform related duties as assigned.
SKILLS:
- Proficient in MS Office (Microsoft Word, Excel, Outlook, Access, PowerPoint, Scheduler).
- Strong oral and written communication skills, solid organizational skills, strong interpersonal skills.
- Ability to manage multiple and changing priorities.
SALARY RANGE:
$53,280 - $66,600 Commensurate with experience
EQUIPMENT/ WORKING ENVIRONMENT:
Standard office equipment and environment.
OTHER:
Specific job requirements or physical location of some positions allocated to this classification, may render this position security sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code.
RELATIONSHIPS:
Reports to: Program Manager, Aerospace Medicine
Works with: Faculty, Staff, Residents and Students
Equal Employment Opportunity
UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.
Tips for Finding Administrative Assistant Jobs at University of Texas Medical Branch
Align your credentials with UTMB's requirements
UTMB administrative roles in a medical center setting often require familiarity with healthcare compliance, records management, or academic systems. Certifying any relevant training in HIPAA or institutional software before you apply strengthens your profile beyond a generic administrative background.
Target UTMB's departmental hiring portals directly
UTMB's size means open Administrative Assistant roles appear across dozens of departments, from research offices to clinical divisions. Searching by department rather than job title alone surfaces postings that generic job boards miss and helps you tailor your application to a specific unit's needs.
Understand which visa categories UTMB regularly files
UTMB sponsors H-1B, TN, F-1 OPT, and F-1 CPT for administrative roles. If you're on OPT, confirm your OPT end date and any STEM extension eligibility before accepting an offer, since the USCIS H-1B cap-subject lottery timeline must align with your authorization window.
Ask HR directly about the LCA filing timeline
Before countersigning an offer, ask UTMB's HR or international services office when they plan to file the Labor Condition Application with DOL. For H-1B, the LCA must be certified before USCIS can receive the petition, and delays can compress your start date significantly.
Browse open Administrative Assistant roles on Migrate Mate
Filtering by employer sponsorship history helps you spend time on applications that are likely to move forward. Use Migrate Mate to identify current Administrative Assistant openings at UTMB and confirm the visa types supported before you invest time in the application process.
Prepare for E-Verify onboarding as a condition of employment
As a federal contractor and academic medical institution, UTMB uses E-Verify for all new hires. Have your visa documentation, passport, and work authorization paperwork organized before your start date to clear the Form I-9 and E-Verify steps without delays that could affect your first day.
Frequently Asked Questions
Does University of Texas Medical Branch sponsor H-1B visas for Administrative Assistants?
Yes, UTMB sponsors H-1B visas for Administrative Assistant roles. As a large academic medical institution, UTMB has an established international services office familiar with the H-1B petition process. Because H-1B is cap-subject, your application must be submitted during the annual USCIS registration window each March, with an October 1 start date if selected.
How do I apply for Administrative Assistant jobs at University of Texas Medical Branch?
Applications go through UTMB's official careers portal at utmb.edu/careers. You can filter by job category and department. Tailor your resume to the specific departmental context, whether that's a research office, clinical division, or administrative unit, since hiring managers across UTMB's campuses review applications independently. You can also find current openings through Migrate Mate, which filters for visa-sponsoring employers.
Which visa types does UTMB commonly use for Administrative Assistant roles?
UTMB supports H-1B, TN visa, F-1 OPT, and F-1 CPT for Administrative Assistant positions. F-1 OPT and CPT are common entry points for recent graduates. TN visa is available to Canadian and Mexican nationals in qualifying occupational categories. H-1B is the primary long-term option and requires filing through the annual USCIS lottery process.
What qualifications does UTMB expect for Administrative Assistant positions?
Most UTMB Administrative Assistant roles require a high school diploma or equivalent at minimum, with many positions preferring an associate or bachelor's degree. Experience with electronic health records systems, institutional database platforms, or academic scheduling tools is frequently listed. Roles embedded in research or grant-funded departments may also expect familiarity with compliance reporting or budget tracking.
How do I time my application around my visa status and UTMB's hiring process?
If you're on F-1 OPT, calculate your remaining work authorization window before applying, since UTMB's hiring process can take several weeks from application to offer. For H-1B transitions, the USCIS lottery opens each March and employment cannot begin before October 1. Connecting with UTMB's international services team early in the offer stage helps you avoid gaps between your current status and the new petition.