University of Texas at Austin Texas, USA
Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Description: Provide superior executive support for the Executive Director and the Managing Director of the Value Institute for Health and Care in the Dell Medical School. ---- Job Details: Responsibilities Manage complex schedules with fluid re-prioritizations that require independent decision-making. Schedule appointments and meetings, coordinate resources, and assemble appropriate reference and back-up material. Arrange room reservations, catering, guest services, and other logistical details. Coordinate Directors’ workflow according to individual and team priorities and ensure directors’ schedules allow sufficient time for review and preparation for meetings and presentations. With a high degree of initiative and judgment, organize work sequencing in relation to the operation of the Value Institute and its interdepartmental and cross-University relationships. Provide immediate daily logistical support, including coordinating meetings on short notice, organizing materials, greeting visitors, etc. Monitor phone, email, and other communications and flag key issues in real time as they occur throughout the day. Remain knowledgeable about the Value Institute’s overall mission and relevant projects. Coordinate Directors’ workflow according to individual and team priorities. With a high degree of initiative and judgement, organize work sequencing in relation to the operation of the Institute and its many interdepartmental relationships. 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 Directors’ internal and external business affairs relationships. Assist with the coordination of Institute functions, events, workshops, and Experience Groups, both on and off the University campus. Serve as back-up to administrative staff of the Value Institute, staying up-to-date with latest document processing procedures Serve as point of contact for office management responsibilities, such as ordering office supplies and coordinating Value Institute-wide meetings. Provide regular reporting on progress. Ensure assigned work is delivered within scope and on schedule and that quality levels are consistent with directors’ expectations. Develop solutions that align with the Institute’s strategic direction and standards. Other related duties as assigned.
May 07, 2019