Job Posting Title: Executive Assistant, Division of Health Social Work, UT Health Austin, Dell Medical School ---- Hiring Department: Dell Medical School ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt ---- Earliest Start Date: Jul 23, 2024 ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes UT Health Austin, Dell Medical School's Division of Health Social Work is seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the Executive Director and Director. This role is essential for ensuring the efficient operation of the Executive Director’s office and facilitating effective communication and decision-making processes. The Division of Health Social Work serves as a centralized hub for social workers and other integrated health providers, fostering an environment that empowers professionals to improve the health and enhance the well-being in partnership with patients, families, and communities. Through cutting-edge models and comprehensive services, the division creates tangible value within the healthcare ecosystem while championing whole-person care and interprofessional collaboration. Functioning as a formalized collaborative structure, the Division of Health Social Work unites interprofessional missions, cultivating synergies that drive impactful, patient-centric care. Responsibilities Executive Support: Provide comprehensive, executive-level administrative support to the Executive Director and Director, including calendar management, meeting scheduling, travel arrangements, and reimbursement processing. Maintain workflow and track deadlines. Responsible for day-to-day administrative operations and workflow of the Executive Director’s office. Communication Coordination: Manage communications, including email and calendar accounts, screening calls and visitors, drafting correspondence, and collaborating on website updates. Maintain listservs and track Executive Director's correspondence. Meeting and Event Coordination: Schedule and coordinate meetings, create agendas and minutes, track action items, and manage event logistics, including travel arrangements and honorariums. Coordinate events hosted by the division as requested. Attend meetings as directed. Financial Management: Serve as processor for financial transactions, including ProCard charges, other purchases, and travel expenses. Provides support in the day-to-day tracking and processing of contracts, OOEFs, purchase orders, and invoices. Ensures accuracy and attention to detail in submissions and tracking. Processes payments promptly to meet deadlines and anticipate needs, while adhering to university policies. Faculty Affairs: Manages faculty affairs with the Executive Director and Director, including tracking appointments, evaluations, activity reports, promotions, and tenure. Facilitates Dell Med and Steve Hicks School of Social Work faculty appointments by distributing application directions, collecting dossier materials, drafting appointment memos, and submitting completed dossiers. Administrative Collaboration: Maintain contact and liaise with other executive administrative staff, departments, and healthcare providers. Oversee office spaces, and manage mail and packages. Assist with projects and events, support department leadership, and support routine office needs. Ensure compliance with university policies. Grand Rounds Coordination: Manage Health Social Work Grand Rounds logistics, including planning committee communications, meeting CEU application deadlines in a timely manner, invitations and scheduling, presentation materials, speaker travel arrangements, room reservations, catering, honorariums, and travel reimbursements. Track attendees, submit post-event evaluations, and generate certificates. Other duties as assigned. Required Qualifications Bachelor’s degree and at least five years of experience with advanced administrative functions or High School Graduation or GED with nine years of experience. Highly detail-oriented with outstanding organizational and time-management skills. A self-starter with the ability to work efficiently and flexibly, both independently and collaboratively, in a fast-paced environment with minimal guidance. Ability to be flexible, adaptable and empathetic. Professional demeanor. Ability to efficiently and reliably manage unpredictable workflows. Excellent oral and written communication skills with proven ability to effectively communicate with all levels of management and respond to faculty and staff tactfully, clearly and concisely. Demonstrated problem solving and critical thinking skills. Able to navigate complex procedures and processes, analyze difficult situations, brainstorm solutions and solve problems. Ability to work collaboratively with others and contribute constructively to a team environment. Ability to learn new technologies and systems quickly. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Previous experience as an Executive Assistant. Experience in a higher education setting working in a role related to supporting an Executive Director. Experience with scheduling and calendar management for executives. Familiarity with University systems including Workday, DEFINE, and Smartsheet. Working knowledge of UT policies and procedures. 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 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 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. ---- 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 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. ---- 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: E-Verify Poster (English) [PDF] E-Verify Poster (Spanish) [PDF] Right To Work Poster (English) [PDF] Right To Work Poster (Spanish) [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 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. In 2023, The University of Texas at Austin placed in the top 10 among Texas employers and came in the top 15 for higher education institutions on Forbes’s 2023 list of 500 best large employers. The university’s aspiration to become the world’s highest-impact public research university is driven by our outstanding people. Our employees are the bedrock of our university and are empowered to be true to themselves, to participate fully in our vibrant university, and to thrive as individuals. UT Austin offers competitive salaries, full benefits, an extensive support network, and above all, an enriching and highly collaborative working community that is deeply passionate about our vision for higher education and public service. Looking for a student job? Please see our Student Employment site. Comments and Inquiries: Email comments to: Human Resource Service Center. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at (512) 471-4772, or toll-free at (800) 687-4178. UT Austin is a Tobacco-free Campus