Job Posting Title:
Executive Assistant, McDonald Observatory----
Hiring Department:
McDonald Observatory----
Position Open To:
All Applicants----
Weekly Scheduled Hours:
40----
FLSA Status:
Exempt----
Earliest Start Date:
Immediately----
Position Duration:
Expected to Continue----
Location:
MCDONALD OBSERVATORY----
Job Details:
This position is at the McDonald Observatory, 16 miles from Fort Davis, Texas (440 miles from the UT Austin campus). This position reports to the Superintendent and works closely with the Austin Business Office's associate director and staff.
The University of Texas at Austin provides an outstanding benefits package to staff, including:
Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%)
Vision, dental, life, and disability insurance options
Paid vacation, sick leave, and holidays
Teachers Retirement System of Texas (a defined benefit retirement plan)
Additional voluntary retirement programs: tax-sheltered annuity 403(b) and a deferred compensation program 457(b)
Flexible spending account options for medical and childcare expenses
For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards
Provides administrative over-site and support to the McDonald Observatory Superintendent and the West Texas Management Team.
Executive Assistant for the Superintendent: Manages the Superintendent's meeting schedule and calendar. Prepares general facility correspondence on behalf of the Superintendent for West Texas McDonald Observatory staff and residents regarding relevant UT Austin information. Acts as liaison with university departments and offices in Austin for the Superintendent and other managers. Serves as the administrative contact for tenant facilities.
Management: Acts as a member of the Superintendent's senior management team to ensure the smooth operation of an effective, efficient, and compliant facility. Collaborates with the Superintendent and other managers on Observatory matters. Attends senior staff meetings. Plans, coordinates, and schedules training programs and sessions for West Texas employees and managers. Assists with coordinating the interview and hiring processes. Works on special projects and reports as assigned by the Superintendent.
Supervision of Support Staff: Supervises the administrative support staff in the Superintendent's office. Collaborates closely with the Austin Business Office to ensure best business practices and compliance with procurement, accounts receivable, accounts payable, human resources, payroll, inventory, and travel.
Official Guests and Special Events Liaison: Serves as the main contact for official guests and special events in West Texas. Collaborates with the director's executive assistant and members relations for visiting VIPs and important guests at the McDonald Observatory. This involves drafting correspondence and organizing special events on behalf of the Superintendent and the director's executive assistant. Manages logistical planning for the July West Texas Board of Visitors meeting and works closely with the BOV coordination team.
Astronomers Lodge (AL) Operations: Supervises the Astronomers Lodge Manager. Works with the Superintendent and AL Manager to oversee auxiliary operations at the AL. Includes assistance with budgeting, manpower planning, staffing, administration of the facility, and other business operations as needed.
Performs other duties as required to meet standard office and business needs. May drive UT vehicle.
A minimum of five years clerical, including two years of experience either at the administrative associate or the senior administrative associate level with a bachelor's degree.
A minimum of nine years of clerical experience, including two years of experience either at the administrative associate or the senior administrative associate level with with a High School Diploma or GED.
Experience with calendar management, accounts payable/receivable, and budget management.
Excellent computer literacy skills, including experience with office management tools (i.e., spreadsheets, word processing)
Exceptional verbal, written, and interpersonal communication skills.
Excellent organizational and time management skills, with the ability to multitask. Able to set priorities and think strategically. Ability to organize and prioritize work, to meet deadlines and expectations.
Ability to be adaptable, work independently, and be an integral team member.
Demonstrable good judgment.
Positive attitude, strong work ethic, and strong team player.
Desire and ability to learn new skills or methods.
Competencies for this position include conflict management, decision-making and critical thinking, effective communications, service excellence, tactical and strategic planning, problem-solving, and relationship management.
Relevant education and experience may be substituted as appropriate.
Bachelor's degree in Business Administration, Public Administration, or a related field.
Experience in an administrative or secretarial role within a scientific, academic, or technical institution.
Experience in business management.
Spanish fluency.
This job requires a class “C” operator’s driver’s license. The applicant selected must provide a current three-year driving record from the current state of residence. If not currently a Texas resident, a Texas driver’s license must be obtained within 30 days of becoming a Texas resident. Required to conform with The University of Texas System Policy UTS157, Automobile Insurance Coverage for Officers and Employees and General Requirements for the Use of Vehicles.
$60,000 + depending on qualifications
Position is located at the McDonald Observatory, Fort Davis, Texas. If you do not live in the surrounding areas, you will need to relocate.
May work in all weather conditions and extreme temperatures. The McDonald Observatory is located at approximately 6900 ft. above sea level. Environmental conditions can be unpredictable, with temperatures ranging from -10˚F to +95˚F. Inclement winter weather can be expected, which requires comfortable driving in wintry conditions on mountain grades.
Working at a desk and computer for extended periods. Includes repetitive use of a keyboard.
Occasional work at night, on weekends, and holidays.
Occasional climbing of ladders
Occasional heavy lifting
Occasional work around heavy equipment
Some travel may be required
Use of approved safety equipment is required.
Monday - Friday, generally 8 a.m. to 5 p.m.
Occasional work hours outside of the standard schedule.
Working at night, on weekends, and on holidays may be required.
Letter of Interest
Resume/CV
Three work references with their contact information; at least one reference should be from a supervisor
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, and 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 can 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 into 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.) 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.----
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.
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Equal Opportunity Employer:
The University of Texas at Austin, as an equal opportunity/affirmative action employer, 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.
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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.
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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 documents 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.
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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:
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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 HOP-3031.
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.