Executive Assistant

Job Posting Title:

Executive Assistant

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

GENERAL NOTES

The Department of Quantitative and Systems Health Sciences at Dell Medical School is seeking an Executive Assistant.

JOB SUMMARY

The Executive Assistant provides high-level executive support to senior executives (at the Chair or Chief level or above)  with a large volume of highly complex decisions. The role may also assist with the supervision of a large clerical staff function in the operation of the department, exercising a high degree of initiative and judgment. They manage many complex office decisions in a sizable department and supply financial and other factual information from a variety of sources that often require both independent and collaborative decision-making and fluid reprioritization of workflows. This role involves managing calendars and schedules, coordinating meetings, handling correspondence, and performing various administrative tasks to ensure the executive's efficiency and effectiveness. The Executive Assistant works closely with other administrative staff, department heads, and external stakeholders. 

ESSENTIAL JOB FUNCTIONS:

CALENDAR MANAGEMENT AND SCHEDULING

• Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that will often require both independent and collaborative decision-making.

• Performs executive office administrative functions consistent with the assigned executive(s)’ function, to meet critical deadlines by assessing and deploying the personnel and resources to ensure efficient workflow and work distribution; ensures protocols are followed and deliverables are met. 

• Works with other key administrative staff to facilitate easy workflow. 

• Coordinates and schedules visitor travel and agendas; plan catering for lunch meetings and special events; manage contact lists and committee membership lists.

COMMUNICATION MANAGEMENT

• Finds and organizes information internal and external to the University to support decision-making and reporting in an efficient manner. 

• Handles incoming and outgoing communications, including emails and phone calls.

• Prepares routine, well-written correspondence for distribution and prepares correspondence on behalf of assigned executive(s).

• Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.

• Acts as liaison between the executive and other staff members.

MEETING AND PROJECT COORDINATION

• Conducts necessary research and compiles data for executive decision-making.

• Coordinates with various departments to support project execution.

• Schedules, attends, and takes minutes for meetings as needed.

• Works collaboratively with Dell Medical School departments, University offices, UT System, other academic and private sector entities to support assigned projects and initiatives.

DOCUMENT MANAGEMENT

• Maintains and organizes important documents and records.

• Prepares reports, presentations, and other documents as needed.

• Ensures confidentiality and security of sensitive information.

• Manages assigned databases, entering date, coordinating approvals, and sending emails.

FINANCIAL SUPPORT

• Processes travel and purchasing, reimbursements.

• Manages entries in databases and assists with the preparation and completion of the executive’s annual budget.

• Processes monthly account reconciliations and variance reports.

• Assists in the scheduling of travel, maintains record and processes reimbursements and related activities.

Other duties as identified by department

MARGINAL OR PERIODIC FUNCTIONS:

• Assists with training on applicable UT processes as needed.

• Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency while supporting department-based goals which contribute to the success of the organization; Serves as preceptor, mentor, and resource to less experienced staff.

• Adheres to internal controls and reporting structure.

• Performs related duties as required.

KNOWLEDGE/SKILLS/ABILITIES

• Skilled in using office tools, databases, and communication platforms to streamline administrative workflows; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with data entry and CRM tools.

• Demonstrates excellent verbal and written communication skills; ability to draft clear and concise emails, listen actively, and convey information accurately.

• Perceptive in reviewing work, following-up on details, and noticing and correcting errors in documents and communications.

• Demonstrated ability to take initiative, identify issues and develop effective solutions. 

• Thrives in a dynamic environment, managing multiple priorities while supporting team operations.

• Keeps track of multiple tasks and deadlines, ensuring nothing falls through the cracks.

• Maintains a clean and organized workspace and uses tools to manage time and tasks efficiently.

• Ability to maintain positive relationships with colleagues and stakeholders; collaborates effectively with people across the organization; demonstrates empathy and resolves conflicts amicably.

EDUCATION & EXPERIENCE

MINIMUM QUALIFICATIONS:

Requires a Bachelor's Degree in Business or related field with at least 5 year(s) of experience in  in supportive administrative/clerical function, including 2 years of experience at either the Administrative Associate or the Senior Administrative Associate level. Relevant education and experience may be substituted as appropriate.

• Exercise judgment in filtering and prioritizing information, meetings, and tasks.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• High proficiency in office productivity software (e.g., Microsoft 365).
• Ability to work independently, with a proactive and adaptable approach.
• Professionalism, discretion, and sound judgment.
• Experience identifying opportunities to improve administrative processes.

PREFERRED QUALIFICATIONS:

More than 5 year(s) of experience in supportive administrative/clerical function or more than 2 years supporting an executive. 

• Related experience in an academic healthcare setting. 

• Working knowledge of UT policies and procedures. 

• Advanced proficiency with Microsoft Office. 

• Demonstrated problem-solving experience and managing complex calendars
 

Salary Range

$60,000+ depending on qualifications

LICENSES, REGISTRATIONS OR CERTIFICATIONS

REQUIRED:

• None

PREFERRED:

• None

WORKING ENVIRONMENT/EQUIPMENT

• Standard office environment

• Repetitive use of a keyboard
 

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.