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

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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 Office of Information Technology at the Dell Medical School is looking for an Executive Assistant.

Purpose

The Dell Medical School Information Technology department seeks an Executive Assistant to join the IT Business Operations office {ITBO} in supporting the Chief Medical Informatics Officer and the Chief Data Officer in addition to providing key administrative support to the ITBO as we rapidly expand.  

Responsibilities

Manages complex schedules with fluid reprioritizations that require independent decision-making. Schedules appointments and meetings, coordinates resources, and assembles appropriate reference and back-up material. With a high degree of initiative and judgement, organizes workflow to balance the needs of both chief executives, monitor email, and other communications and identifies key issues in real time as they occur throughout the day.   

Performs high-level administrative duties like managing office projects, including creating, designing, and implementing processes and procedures using current technology. Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems, as necessary. Provides regular reporting on progress. Ensures the assigned work is delivered within scope and on schedule of a level of quality consistent with chief executives and ITBO manager’s expectations.   

At the ITBO manager's direction, provide administrative assistance to the department and IT Controller as directed/needed. Occasionally schedules travel and aids IT Directors for high level recruitment and events.  Coordinates staff travel for conferences, training, and meetings. Develop itineraries, book flights, and plan for ground transportation, meeting facilities, and hotel reservations.  Arrange rooms for room reservations, catering, guest services, and other logistical details. Assist with the coordination of IT functions, and events, both on and off the DMS campus. Prepare agendas, take minutes, and provide materials for meetings or events. 

Manages and process relevant event expenses and travel reimbursements or invoice/contract payments.  Adheres to all University policy and procedures, rules, and state regulations pertinent to this position's capacity. Remain knowledgeable about all related DMS and university-wide systems, regulations, policies, and procedures using relevant online and UT financial systems/software.

Ensures all relevant IT and ITBO staff have training and resources upon onboarding. Provides Onboarding materials, SOPs, guides, hands-on training for specific programs or processes). Assists with the hiring of new IT staff and contractor positions/student workers; participates in the interview process, arranges interviews, and provides feedback to hiring group.

Maintains a solutions-based work mindset. Participate in continuing education as directed by the ITBO manager.

Other related duties as assigned.

Required Qualifications

Bachelor’s degree and 5 years of administrative work experience including 2 years at the Administrative Associate or Senior Administrative Associate level.  Knowledge/use of Microsoft Office Suite.   Demonstrated excellence in professional verbal and written communications, resourcefulness, and the ability to manage multiple streams of work simultaneously.  Outstanding organizational, prioritizing, and time-management skills.  Ability and willingness to work independently and as a team member.  Must be reliable and professional.  Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations.  Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Work ready in a UT environment. Proficiency/experience using PointPlus, DEFINE, UT Market, and Workday.  Experience working in a university executives office and supporting higher education administrators.  Knowledge of HIPAA and FERPA.  More than the required years of experience. Experience managing Microsoft SharePoint and OneNote work solutions for business teams.  Experience in supporting an executive/director.  Familiarity with UT policy and procedures.  

Salary Range

$65,000+ depending on qualifications

Working Conditions

May work around standard office conditions.

Repetitive use of a keyboard at a workstation.

Use of manual dexterity.

Occasional weekend, overtime and evening work to meet deadlines.

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) [PDF]E-Verify Poster (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.