Hiring.fm | Direct Job Opportunities from Top Employers

Job Posting Title:

Executive Assistant

----

Hiring Department:

Department of Neurosurgery

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

----

FLSA Status:

Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

AUSTIN, TX

----

Job Details:

General Notes

The Department of Neurosurgery at the Dell Medical School is looking for an Executive Assistant.

Purpose

This position will provide reliable, executive level support, assisting in the day-to-day prioritization and execution of activities and meetings for the Chair in the Department of Neurosurgery at Dell Medical School, often interacting with senior management, faculty, staff, students, and external constituencies.

Responsibilities

Manage a complex and dynamic calendar for the Chair of the Department of Neurosurgery with fluid reprioritizations that will often require independent decision-making. This position will oversee the Chair's surgical and academic schedules.
Support additional faculty in the department with calendar management and other responsibilities.
Schedule appointments and meetings, coordinate resources and assemble appropriate reference material for all meetings. Arrange room reservations, catering, and all other logistical details.
Compose and prepare routine, well-written memos, correspondence, reports, meeting agendas, and notes. Assist with follow-up materials as requested. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary. Back-up to the Senior Administrative Program Coordinator.
Coordinate travel arrangements and meeting schedules for the Department Chair, department faculty, faculty recruits and hiring committees, and other visitors. Develop itineraries, book flights, handle arrangements with drivers or cars, reserve meeting facilities, hotel arrangements, and other necessary arrangements.
Manage and process travel authorizations and expense reimbursements in accordance with the DMS Finance policy and procedures.
Assist with departmental events such as Grand Rounds, faculty recruiting visits, quarterly faculty meetings, annual memorial lectureship, end of year reviews and more.
Serve as the department ProCard holder and assist with procurement and financial processing for department expenses.
Collaborate and maintain frequent contact with other senior and executive-level administrative staff and faculty to accomplish departmental goals.
Other related duties as assigned.

Required Qualifications

Bachelor's degree and at least five years of experience with advanced administrative functions, particularly calendar management and other support directly for senior executives. Maintaining a high level of confidentiality and adhering to HIPAA guidelines are required. 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. 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. High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, Visio, etc. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Seven years of experience with advanced administrative functions. Experience with scheduling and calendar management for executives. Experience in health care delivery or university administration. Start-up experience in any sector.

Salary Range

$60,000+ depending on qualifications

Working Conditions

May work around standard office conditions.
Repetitive use of a keyboard at a workstation.
Use of manual dexterity.
Climbing of stairs.
Lifting and moving.
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 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.

----

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.