Administrative Assistant Jobs at University of Texas Medical Branch with Visa Sponsorship
Administrative Assistant roles 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 and a minimum of five years of experience working in a demanding executive environment.
PREFERRED QUALIFICATIONS
Bachelor’s degree preferred
JOB SUMMARY
Provides a broad range of administrative services to support the Executive Dean and the operational needs of the Vice Dean for Academic Affairs (VDAA) office in the John Sealy School of Medicine (JSSOM). This position primarily supports the Executive Dean and may provide support to additional Academic Affairs leadership, as needed, while also assisting with broader administrative functions across Academic Affairs.
JOB DUTIES:
- Serves as the primary point of contact for the Executive Dean and represents Academic Affairs in a positive and professional manner
- Provides direct administrative support to the Executive Dean and additional Academic Affairs leadership, as assigned
- Manages complex calendars, scheduling, and meeting coordination, ensuring appropriate prioritization of executive time
- Prepares leadership for meetings by organizing agendas, materials, and briefing information
- Plans, coordinates, and facilitates meetings and events, including logistics, communications, and follow-up
- Manages travel arrangements, reimbursements, and related documentation
- Triages communications (phone, email, correspondence) and responds or escalates as appropriate
- Develops, edits, and prepares reports, presentations, and executive-level communications
- Handles sensitive and confidential information with discretion and sound judgment
- Manages multiple competing priorities with minimal direction in a fast-paced environment
- Supports day-to-day administrative operations of the VDAA office, including ordering supplies, processing invoices and coordinating special projects
- Provides administrative support across Academic Affairs to ensure continuity of operations, as needed
COLLABORATION & OPERATIONS
- Works collaboratively with Academic Affairs leadership and staff to support operational needs
- Coordinates activities across leadership offices to support alignment and efficiency
- Serves as a professional representative of the Executive Dean and the VDAA office in interactions across campus and with external stakeholders
- Communicates effectively with internal and external partners, maintaining a high level of professionalism, discretion, and responsiveness
- Applies institutional policies and procedures in support of administrative and operational functions
CUSTOMER RELATIONS:
- Models exemplary customer service both within and outside the organization
- Interacts routinely with other UTMB executives and their staffs, departmental chairs, administrators, direct reports and the general employee population, exhibiting the highest level of responsiveness and customer service
- Interfaces with external customers, such as UT System and governmental officials, community members, patients, family members, vendors and others, exhibiting the highest level of responsiveness and customer service
TECHNICAL SKILLS:
- Creates, edits and produces professional communications, which require proficiency in Microsoft Office Suite, including Word, PowerPoint and Excel
- Demonstrates proficiency in PeopleSoft systems
- Exhibits a willingness and aptitude for learning new computer software and other specified administrative systems, as required, to support the goals of the organization
SALARY RANGE: Actual salary commensurate with experience or range if discussed and approved by hiring authority up to $57,800.
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 and a minimum of five years of experience working in a demanding executive environment.
PREFERRED QUALIFICATIONS
Bachelor’s degree preferred
JOB SUMMARY
Provides a broad range of administrative services to support the Executive Dean and the operational needs of the Vice Dean for Academic Affairs (VDAA) office in the John Sealy School of Medicine (JSSOM). This position primarily supports the Executive Dean and may provide support to additional Academic Affairs leadership, as needed, while also assisting with broader administrative functions across Academic Affairs.
JOB DUTIES:
- Serves as the primary point of contact for the Executive Dean and represents Academic Affairs in a positive and professional manner
- Provides direct administrative support to the Executive Dean and additional Academic Affairs leadership, as assigned
- Manages complex calendars, scheduling, and meeting coordination, ensuring appropriate prioritization of executive time
- Prepares leadership for meetings by organizing agendas, materials, and briefing information
- Plans, coordinates, and facilitates meetings and events, including logistics, communications, and follow-up
- Manages travel arrangements, reimbursements, and related documentation
- Triages communications (phone, email, correspondence) and responds or escalates as appropriate
- Develops, edits, and prepares reports, presentations, and executive-level communications
- Handles sensitive and confidential information with discretion and sound judgment
- Manages multiple competing priorities with minimal direction in a fast-paced environment
- Supports day-to-day administrative operations of the VDAA office, including ordering supplies, processing invoices and coordinating special projects
- Provides administrative support across Academic Affairs to ensure continuity of operations, as needed
COLLABORATION & OPERATIONS
- Works collaboratively with Academic Affairs leadership and staff to support operational needs
- Coordinates activities across leadership offices to support alignment and efficiency
- Serves as a professional representative of the Executive Dean and the VDAA office in interactions across campus and with external stakeholders
- Communicates effectively with internal and external partners, maintaining a high level of professionalism, discretion, and responsiveness
- Applies institutional policies and procedures in support of administrative and operational functions
CUSTOMER RELATIONS:
- Models exemplary customer service both within and outside the organization
- Interacts routinely with other UTMB executives and their staffs, departmental chairs, administrators, direct reports and the general employee population, exhibiting the highest level of responsiveness and customer service
- Interfaces with external customers, such as UT System and governmental officials, community members, patients, family members, vendors and others, exhibiting the highest level of responsiveness and customer service
TECHNICAL SKILLS:
- Creates, edits and produces professional communications, which require proficiency in Microsoft Office Suite, including Word, PowerPoint and Excel
- Demonstrates proficiency in PeopleSoft systems
- Exhibits a willingness and aptitude for learning new computer software and other specified administrative systems, as required, to support the goals of the organization
SALARY RANGE: Actual salary commensurate with experience or range if discussed and approved by hiring authority up to $57,800.
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.
See all 64+ Administrative Assistant at University of Texas Medical Branch jobs
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Get Access To All JobsTips for Finding Administrative Assistant Jobs at University of Texas Medical Branch Jobs
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.
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Find Administrative Assistant at University of Texas Medical Branch JobsFrequently 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, F-1 OPT, and F-1 CPT for Administrative Assistant positions. F-1 OPT and CPT are common entry points for recent graduates. TN 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.
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