Job Posting Title:

Temporary Executive Assistant - Office of Information Technology - Dell Medical - (UTEMPS)

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Hiring Department:

UTemp Pool

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue Until Apr 04, 2025

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time.  Please no phone calls or emails. The projected end date for this temporary assignment is April 04, 2025.

Purpose

The Office of Information Technology at the Dell Medical School is looking for an Executive Assistant. The Office of Information Technology is rapidly expanding to meet the development needs.

Responsibilities

Manage complex schedules with fluid reprioritizations that require independent decision-making. Schedule appointments and meetings, coordinate resources, and assemble appropriate reference and backup material. Arrange room reservations, catering, guest services, and other logistical details. - Assist with the coordination of IT functions, and events, both on and off the Dell Med campus. Provide immediate daily logistical support, including coordinating meetings on short notice, organizing materials, greeting visitors, etc. - With a high degree of initiative and judgment, organize workflow to balance between both chief executives, monitor calls, email, and other communications, and flag key issues in real-time as they occur throughout the day.

At the direction of the IT Business Office Manager assist as an administrative back up to department and IT Controller as needed. (vacation coverage, special projects as assigned, or curated duties as assigned). - Prepare agendas, take minutes, and provide materials for meetings or events. - Coordinate travel arrangements. Develop itineraries, book flights, and make arrangements for ground transportation, meeting facilities, and hotel reservations. Manage and process relevant event and travel reimbursements. Remain knowledgeable about university regulations related to finance processes and professionally manage internal and external business affairs and IT-related relationships.

Provide regular reporting on progress. Ensure assigned work is delivered within scope and on schedule and that quality levels are consistent with chief executives' expectations. Maintain a solutions-based work mindset. - Serve as backup to the IT Department Admin for vacation, sick time, and workflow continuity. Provide additional administrative assistance setting up events, arranging catering, greeting guests, and creating requests for POs, OOEFs and paying bills as needed for IT Senior Admin or Contract Administrator. - Serve as IT department backup ProCard holder purchasing equipment, memberships, and supplies.

Ensuring SOPs and all UT/DMS policies and procedures for handling credit card funds are met consistently. - Produce reports, spreadsheets, and records as required by all mandated deadlines. - Adhere to all University policies and procedures, rules, and state regulations pertinent to the capacity of this position. Remain knowledgeable about all related Dell Med and university-wide systems, regulations, policies, and procedures using relevant online and UT financial systems/software.

Ensure 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 the hiring group. Schedules travel related to out-of-state candidates and provides assistance to IT Directors for high-level recruitment and events. - Other related duties as assigned.

Required Qualifications

Bachelor's degree in a related field and 5 years of clerical experience including 2 years at either an administrative associate or the senior administrative associate level OR High School/GED 9 years of clerical experience including 2 years at either an administrative associate or the senior administrative associate level. Prior experience as an executive assistant at a UT institution. Demonstrated excellence in professional verbal and written communications, resourcefulness, and the ability to manage multiple streams of work simultaneously. Proficiency/experience using PointPlus, DEFINE, and UT Market. Work-ready in a UT environment. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Proficient in MS365 Office Suite (Outlook, Excel, PowerPoint, MS Forms, MS Co-Pilot, etc.), SharePoint - Experience working in a university executive's office and supporting higher education administrators. Experience working in an academic health system. 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. Conducts all business with a professional demeanor with tact and respect. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations.

Hourly Rate

$29.00 + depending on qualifications

Working Conditions

Attire: Business Casual

Standard Office Environment, Use of manual dexterity, Repetitive use of a keyboard at a workstation, Lifting, pushing, or pulling, Standing

Work Shift

Hours per week - 40

Monday - Friday anytime between 7 am - 6 pm. Hours can be floated to accommodate as needed.

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.