Assistant to the Vice Provost for Academic Innovation & Manager of Special Projects

Org Marketing Statement

The University of Texas at San Antonio is a Tier One research university and a Hispanic Serving Institution specializing in cybersecurity, health, fundamental futures, and social-economic transformation. With more than 35,000 students, it is the largest university in the San Antonio region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service, and with an intentional focus on career readiness the university produces more graduates for the workforce than any other institution in the region. It is a catalyst for socioeconomic development and the commercialization of intellectual property — for Texas, the nation and the world. UTSA has been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online , on UTSA Today or on X (formerly Twitter) , Instagram , Facebook , YouTube or LinkedIn .

In 2024, the UT System Board of Regents authorized UT System to begin integrating UTSA and UT Health San Antonio into one unified institution, establishing a world-class university that integrates academic, research, and clinical excellence to build a profoundly impactful university of the future. Driven by a vision for growth and impact, this merger will expand capacity to offer robust undergraduate and graduate programs, attract top-tier faculty and staff, develop innovative initiatives, and elevate transdisciplinary research to address the evolving needs of the region.

Posting End Date: Applications will be accepted through 11:59 PM CDT on 3/11/2025. At the dsicretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.

Salary Range: Up to $72,000/Annualized, commensurate with education, experience and qualifications.

Hours: up to 40 hours per week, exempt.

Required Application Materials:

• Resume is required.
• Cover letter is required.
  
  

Job Summary

Essential Functions

To provide high-level administrative support to the Vice Provost and Division of Academic Innovation and division-wide special projects and initiatives. Provides skills and expertise necessary to analyze, organize, coordinate, and manage special projects in order to improve operational efficiencies.

Responsible for leadership and oversight of a variety of administrative services and the management of special projects and initiatives in support of the Vice Provost and Division of Academic Innovation, including communication, reporting, and personnel matters.

Core Responsibilities

• Provides direct, high-level, administrative support and assistance to the Vice Provost for Academic Innovation, including organization and oversight of special projects; procurement administration and contract handling; management of the Vice Provost’s schedule and calendar; and coordination of communication from and to the Vice Provost’s office.
• Provides direct support to the Vice Provost for detailed logistical planning, advance research, and data gathering on a wide range of daily scheduled meetings and on and off-site VPAI sponsored events to include, as needed, relevant information on the meeting’s purpose, confirmation of attendees, coordination and procuring of location, facilities, technical services, supplies and other logistical arrangements such as local travel, air transportation, lodging, and meals.
• Coordinates and conducts follow-up on VPAI administrative activities and projects to ensure deadlines are met and deliverables meet or exceed quality standards.
• Responsible for scheduling conference rooms as required by VPAI and key departmental staff. Ensures room availability and proper set-up according to meeting-specific protocol.
• Coordinates all aspects of complex itineraries for Academic Innovation guests.
• Records meeting notes at all committee and council meetings of which VPAI chairs.
• Responds to a variety of requests for information. Frequently interacts with senior-level University personnel to provide information, and clarification regarding department issues.
• Conserves VPAI’s time by reading, researching, prioritizing for action, and routing all correspondence; drafts emails, letters, and documents; collects and analyzes information.
• Maintains and tracks the routing of documents that require approval from the VPAI office; maintains the Vice Provost’s filing system.
• Proactively manages travel for VPAI to include researching options, compliance, coordinating with third parties, processing and tracking paperwork for authorization and reimbursement, and achieving overall effectiveness of travel logistics.
• Tracks project status and generates reports for management review; manages timelines and deliverables; develops action plans, engages team members and manages the rollout of assigned projects.
• Maintains project files, records, and support documentation; processes forms and requests needed in support of special projects.
• Provides occasional calendaring, meeting scheduling, and logistical support for the Executive Leadership Team (ELT) members.
• Provides guidance and administrative leadership to other Academic Innovation Coordinator positions, serving as a key resource and guide for processes and procedures.
• Assists the VPAI and Sr. Director of Fiscal Administration with creating, managing, and planning the annual VPAI budget; reviews reports to ensure budget is not overspent.
• Completes time-sensitive data and policy review requests as assigned.
• Attends meetings on behalf of VPAI.
• Performs other duties as assigned.
  
  

Required Qualifications

• Bachelor’s degree in Communications, Business, Journalism, or any relevant field.
• Ten (10) years of professional administrative experience. Two (2) years of budget or business management experience and supervising staff or staff work.
  
  

Preferred Qualifications

• Master’s degree.
• Similar experience in higher education or high-level management support.
  
  

Knowledge Skills & Abilities

Required:

• Tact, diplomacy, and judgment are necessary for dealing with others.
• Demonstrated independent decision-making and problem-solving ability.
• Proven track record of excellent organizational and interpersonal skills.
• Ability to multitask and complete projects promptly.
• Excellent communication and writing skills.
• Resourceful with advanced research capabilities.
• Demonstrated Team Lead skills.
• Supervise student and/or support staff.
• Capable of coordinating complex projects.
• Demonstrated ability to work well with others in a fast-paced environment.
• Proficient in Microsoft Office Suite
• Proficiency in all phases of the duties performed.
  
  

Preferred:

• Thorough knowledge of University administrative structure, policies and procedures.
• Knowledge of various project management software.
• Project Management Professional (PMP) or Certified Associate in Project Management (CAPM) certification.
  
  

Additional Information

• UTSA is a tobacco free campus.
• This is a security sensitive position. Employment is contingent upon a successful background check.
• Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.
  
  

Working Conditions

Working Environment:

• Office environment.
• Ability to travel to and from meetings, training sessions, or other business-related events.
• After-hours and weekend work is required on an occasional basis.
  
  

Physical Demands:

• Sedentary work; sitting most of the time. Jobs are sedentary, - routinely.
• Walking and standing - occasionally.
• Bending and stooping – occasionally.
• Lifting and exerting up to 25 lbs. of force – occasionally.
• Repetitive hand motion – routinely.
• Typing/texting - routinely.
• Phone - make and answer calls and messages – frequently.
  
  

This position primarily works remotely in Texas but may work on campus on an infrequent basis (approximately four days or less per month). When an employee is required to work on campus, travel and parking expenses are the employee’s responsibility. Applicants must be adaptable and open to working in both environments.

Equal Employment Opportunity

As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.