Executive Assistant, Dean of Health Professions (Onsite)

Minimum Qualifications:    
A minimum of five years of experience working in a demanding executive environment. test

Job Summary:
Serves as an extension of the vice president, providing a broad range of administrative services to support the goals of the department and the enterprise area as well as the overall mission of the university.

Job Duties: 

ADMINISTRATIVE SUPPORT

• Serves as the first point of contact and represents the executive in a positive and highly
  professional manner.
• Manages multiple, competing priorities and deadlines expeditiously and with considerable 
  discretion and judgment.
• Executes, with minimal direction, administrative duties at the highest level, including 
  managing time-critical, sensitive and/or confidential information.
• Manages the executive’s calendar and schedule, while preserving time in the calendar for 
  strategic planning, as needed. 
• Prepares the executive for each day by presenting a calendar, gathering and organizing
  appropriate supporting materials and files for meetings and activities, and reviewing the 
  information with the executive.
• Plans, prepares and oversees all aspects of meetings for the executive, including: 
  invitations, meeting agenda, scheduling of guests, refreshments/food service, audiovisual 
  support, etc.
• Researches, assembles and develops various presentations, projects and reports for the 
  executive.
• Participates in budget planning and development activities.
• Manages the vice president’s travel schedule, arrangements and reimbursement.
• Procures equipment and supplies needed by the executive and staff
• Initiates or drafts responses to various issues on behalf of the executive and proofreads 
  all materials to ensure accuracy.
• Triages phone calls, mail, email and other communiques with executives, direct reports 
• Manages routine administrative tasks for the vice president’s office, as assigned. 
• Examples may include: timekeeping, ordering supplies, processing invoices, filing 
  reports, managing special projects, etc.
• Interprets and executes rules, regulations and policies, as applicable, and adheres to 
  internal controls established by department.
• Works cooperatively and collaboratively with other executives and staff members to 
• create a high-functioning team that sets and achieves goals.
• and staff members at the direction of the vice president

CUSTOMER RELATIONS

• Models exemplary customer service both within and outside the organization.
• Interacts routinely with other UTMB executives and their staffs, departmental chairs, 
  administrators, direct reports and the general employee population, exhibiting the highest 
  level of responsiveness and customer service.
• Interfaces with external customers, such as UT System and governmental officials, 
  community members, patients, family members, vendors and others, exhibiting the 
  highest level of responsiveness and customer service.

TECHNICAL SKILLS

• Creates, edits and produces professional communications, which require proficiency in
  Microsoft Office Suite, including Word, PowerPoint and Excel.
• Demonstrates proficiency in PeopleSoft systems.
• Exhibits a willingness and aptitude for learning new computer software and other 
  specified administrative systems, as required, to support the goals of the organization. 

Preferred Qualifications: 
Bachelor’s degree preferred.

 
Salary Range:
Commensurate with experience.