Executive Assistant, Institute for Cardiovascular Health
Company: University of Texas at Austin
Location: Austin
Posted on: April 18, 2024
Job Description:
Job Posting Title:Executive Assistant, Institute for
Cardiovascular Health----Hiring Department:Department of Surgery
and Perioperative Care----Position Open To:All Applicants----Weekly
Scheduled Hours:40----FLSA Status:Exempt----Earliest Start
Date:Immediately----Position Duration:Expected to
Continue----Location:UT MAIN CAMPUS----Job Details:PurposeTo
provide support as an Executive Assistant in the Department of
Surgery and Perioperative Care's Institute for Cardiovascular
Health. This role will provide analytical, programmatic, and
administrative support to the Division of Vascular Surgery onsite
at Medical Park Tower in partnership with Dell Medical School at
the University of Texas at Austin.Responsibilities
- Manage a complex schedule for the Chief of the Division of
Vascular Surgery with fluid reprioritizations that will often
require independent decision-making. Schedule appointments and
meetings, coordinate resources and assemble appropriate reference
and back-up material for all meetings. Provide scheduling and
calendaring support to a total of seven vascular faculty (this
number includes Chair).
- Provide oversight for flow of communication; monitor calls and
e-mails in real time; ensure the fast-paced office environment is
organized and that all critical areas are covered; plan for
contingencies and anticipate potential problems.
- Liaise with administrative and clinical partners within Dell
Medical School, UT Austin, Ascension Seton hospitals, Ascension
Seton Executive Leadership, and other community stakeholders. Work
collaboratively with other staff of the Department of Surgery and
Perioperative Care, Dell Medical School and across the University
of Texas at Austin campus to provide counsel on administrative
matters or decisions affecting interdepartmental
relationships.
- Coordinate travel arrangements for the Chair, faculty members,
candidates, and other visitors. Develop itineraries, book flights,
handle car service arrangements, reserve meeting facilities, hotel
arrangements, and other necessary arrangements. Manage and process
reimbursements.
- Manage office projects using tasks lists, including creating,
designing, and implementing processes and procedures utilizing
current technology. Identify and advance the use of tools and
processes to help the division organize and provide continuous
improvement for day-to-day operations, faculty and staff
recruitment, events, and engagements.
- Manage the coordination and execution of multiple high-level
faculty and staff searches in partnership with external partners
and internal collaborators
- Coordinate functions and events on and off the University
campus, including securing venues and associated coordination
(e.g., catering, audiovisual support), developing invitations and
promotional material, and tracking attendance.
- Assist with creating and managing organizational systems,
onboarding materials, departmental policies, presentations, and
other documents.
- Compose and prepare memos, correspondence, reports, meeting
agendas, and notes. Assist with follow-up materials as requested.
Maintain well-organized physical and electronic copies of documents
for office files.
- Support key initiatives by providing background research and
supporting project management for new activities.
- Other duties as assignedRequired QualificationsBachelor's
degree and at least five years of experience with advanced
administrative functions or High School Graduation or GED with nine
years of experience. Prior experience with financial reimbursement
and/or purchasing systems. Experience tracking expenses, keeping
organized records, and planning events. Experience with general
office management and office procedures. Advanced proficiency in
Microsoft Office. Demonstrated excellent analytical skills, problem
solving ability, and critical thinking skills. Ability to
multi-task, operate successfully under high-pressure situations.
Ability to work efficiently, accurately, and flexibly in a
fast-paced environment with minimal guidance. Excellent verbal and
written communication skills with proven ability to effectively
communicate with all levels of management and respond to faculty
and staff tactfully, clearly, and concisely. Outstanding
organizational and time-management skills. 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.
Equivalent combination of relevant education and experience may be
substituted as appropriate. To ensure alignment at Dell Medical
School, we follow these fundamental values: .Relevant education and
experience may be substituted as appropriate.Preferred
QualificationsPrevious experience as an Executive Assistant.
Working knowledge of UT policies and procedures. Experience in
hospital or clinic environment, including physician on-call
schedule and various applications, including COMPASS, and merge
cardio. Experience providing support at the University of Texas in
an administrative office. Prior experience using UT Financial
Systems such as Define, FRMS, Point Plus, and UT Market. More than
required number of years of experience. Related experience in an
academic healthcare setting. Start-up experience in any sector.
Experience in health care delivery or biomedical research.Salary
Range$60,000 + depending on qualificationsWorking Conditions
- Repetitive use of keyboard at workstation
- Repetitive use of standard office equipment
- May work around standard office conditionsWork Shift
- Standard 8am-5pm Monday through Friday
- 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 interestImportantfor 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
thatALLRequired 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
questionspresented 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 ,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 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:
- [PDF]
- [PDF]
- [PDF]
- [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
.The Clery Act requires all prospective employees be notified of
the availability of the Annual Security and Fire Safety report. You
may or obtain a copy at University Compliance Services, 1616
Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Keywords: University of Texas at Austin, Austin , Executive Assistant, Institute for Cardiovascular Health, Healthcare , Austin, Texas
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