May 07, 2019

Executive Assistant, Value Institute for Health and Care, Dell Medical School

  • University of Texas at Austin
  • Texas, USA
Full time Executive/Management

Job Description

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:

UT MAIN CAMPUS

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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.

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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.

Job Requirements/Qualification:

Bachelor’s degree, with a minimum of five years of clerical experience, including two or more at the Administrative Associate or higher level. Demonstrated excellence in professional verbal and written communication. Demonstrated willingness to read, learn, and become expert in the frameworks of value-based health care. Equivalent combination of relevant education and experience may be substituted as appropriate. The Dell Medical School is especially interested in qualified candidates who can contribute to diversity and excellence within the learning health system. At the Dell Medical School we strive to create a vital, inclusive health ecosystem. To ensure alignment, we follow these fundamental values: https://dellmed.utexas.edu/cultureRelevant education and experience may be substituted as appropriate.

 

Preferred Qualifications

Experience working in a university executive’s office and supporting higher education administrators. Prior experience with professional writing and editing.

 

Salary Range

$60,000 + depending on qualifications

 

Working Conditions

  • May work around standard office conditions.
  • Repetitive use of a keyboard at a workstation

 

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 in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. 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 Jobs. Before you apply though, 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. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials 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.