Job Posting Title:

Executive Assistant

----

Hiring Department:

Department of Psychiatry

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Exempt

----

Earliest Start Date:

Jan 31, 2025

----

Position Duration:

Expected to Continue Until Aug 31, 2025

----

Location:

UT MAIN CAMPUS

----

Job Details:

General Notes

The Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking an Executive Assistant. This position has an end date of 8/31/25, renewable based upon availability of funding, work performance, and progress toward goals.

The University of Texas, Dell Medical School (DMS), is a Health Research Institute (HRI) for the Texas Children’s Mental Health Care Consortium. The program and projects of the HRI aim to address urgent mental health challenges and improve the mental health care system in Texas for children, adolescents and their families. This position will provide administrative support for executives related to the Child Psychiatric Access Network (CPAN), Texas Child Health Access through Telemedicine (TCHATT) and other related projects for the Central Texas catchment area. These executives are driven to improve mental health access for children and adolescents in alignment with legislative, institutional, and program goals. CPAN provides one-on-one support to patient care providers that help treat behavioral health needs of families, guardians, and expectant mothers and provides access to mental health services. The TCHATT program provides telehealth services to children for brief mental health assessment and intervention.

The candidate should possess strong interpersonal skills with the ability to interact effectively with medical providers, scientists, administrators and other staff while working independently with strong attention to detail, and effective written and oral communication skills. The ideal candidate will also possess a high level of discretion and professionalism and will have experience handling confidential information. The candidate will also ensure that all activities adhere to TCMHCC, hospital, medical school policies, legal regulations, and professional standards.

This position will be assigned on-site, in-person, which will require that you work and live in central Texas. Limited remote work will require reliable internet access and a suitable workspace free from distractions.

Purpose

The Executive Assistant will provide high-level administrative and logistical support to the Director of Child and Adolescent Psychiatry and the Executive Director of Texas Child Mental Health Care Clinical Programs who are committed to elevating the awareness and impact of the Child Psychiatric Access Networks (CPAN), Texas Child Health Access through Telemedicine (TCHATT), and other related programs and initiatives aimed at improving mental health access and care for children and adolescents in central Texas. This position will play a critical role in managing the daily operations of the office of the Director, ensuring efficient time utilization and task completion and will require a high level of organizational skills, discretion, integrity, and the ability to work well under pressure.

Responsibilities

Schedule Management: Maintain and organize the Director’s calendar with precision. Coordinate appointments, meetings, and events to optimize the Director's time. Handle scheduling conflicts with tact and diplomacy, ensuring a smooth flow of the day-to-day agenda.

Communication: Serve as the primary point of contact for the Director, managing and directing emails, phone calls, and correspondence. This includes drafting and sending communications on behalf of the Director, as well as screening messages and calls to prioritize importance.

Task Execution: Take charge of executing tasks assigned by the Director ranging from routine administrative duties to complex projects. This includes handling tasks with high levels of interpersonal to organizational complexities. Assist in the development and implementation of TCMHCC and divisional policies and procedures as needed.

Meeting and Event Coordination: Organize and prepare for meetings, including setting up video/conference calls, preparing agendas, taking minutes, and preparing for catering, when indicated. Ensure all necessary materials are ready and available for the Director’s review in advance.

Document Management: Create, maintain, and organize a filing system for important and confidential documents. Ensure that all paperwork is processed promptly and accurately, adhering to privacy laws and regulations.

Travel Arrangements: Plan and book travel, including flights, accommodations, and itineraries, ensuring the Director's and other high-profile guest travel is seamless and well-coordinated. Coordinates, plans and reserves travel for the Director and other high-profile guests, including confirming arrangements and processing reimbursements for faculty members and guests. Submit and process all required UT documentation related to travel, professional development, reimbursements, and purchases using the university's, Dell Medical School's, and the department's existing processes and systems. Utilizes existing UT procurement systems (UT Market, Pro Card, etc.) to order and process expenses. Clearly tracks submission and receipt of funds in real time to manage expenses. 

F​inancial Administration: Handle basic financial administrative tasks such as processing expense reports, managing invoices, and assisting with budget preparation and monitoring.

Stakeholder Engagement: Act as a liaison between the Director and other stakeholders, including faculty, medical staff, and external partners. This includes facilitating communication, organizing stakeholder meetings, and ensuring follow-up on action items.

Professional Development Coordination: Manage logistics and implement  professional development and other similar opportunities for the division and TCMHCC, including conferences, workshops, and seminars. This may involve registration, travel arrangements, and ensuring the Director has all necessary materials and information.

Perform other related duties as assigned.

Required Qualifications

Bachelor's degree and at least five (5) years of experience or or GED and nine (9) years of experience with advanced administrative functions, particularly calendar management and other support directly for senior executives or High School Graduation or GED with nine years of experience. Effective communicator with excellent oral, written, and interpersonal communication skills. Demonstrated problem-solving and critical thinking skills. A self-starter - ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Outstanding organizational and time-management skills. Highly detail-oriented. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations. High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, Visio, etc.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Proven experience as a full time Executive Assistant, Administrative Assistant, or similar role, within a healthcare, academic, or related field. Professional certification such as a Certified Administrative Professional (CAP) or similar will be advantageous. A proactive approach to problem-solving and the ability to work independently as well as part of a team. Exceptional organizational and time management skills. Ability to communicate clearly and concisely in writing.

Salary Range

$60,000+ depending on qualifications

Working Conditions

May work around standard office conditions

Repetitive use of a keyboard at a workstation

Use of manual dexterity

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.

----

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.

----

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.

----

Background Checks:

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

----

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.

----

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.

----

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.

----

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]

----

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.