Executive Assistant to the President (Temporary)

Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 13222
Full/Part Time: Full Time

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: Open until filled. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.

Salary Range: Commensurate with education, experience and qualifications.

Hours: up to 40 hours per week, exempt.

Required Application Materials:

• Resume is required.
• Cover Letter is preferred.

Essential Functions

Job Summary

Manages all administrative support provided to the President. Ensures staff operates in a professional manner, with a high level of confidentiality, while responding to a wide range of issues and events requiring the President's attention as it relates to UTSA and UT Health San Antonio business.

This is a temporary position with an expected end date of 09/30/2025. The duration of this position may be adjusted based on departmental need.

Core Responsibilities

• Manages and oversees support provided to the President, including efficient management of the President's daily calendar; preparation of letters, documents, and reports; screening of visitors and incoming calls.
• Provides management, supervision and daily oversight of the administrative support staff within the Office of the President.
• Serves as liaison between the President and UTSA faculty, staff, and students, and UT Health staff, community leaders, legislators, members of the UT System, and other constituents so as to facilitate access to the President.
• Directs and manages high-profile campus visits, to include guests from UT System, Board of Regents and other VIP
• Oversees and coordinates incoming information to the Office of the President. Prioritizes issues requiring the President's attention; assigns issues to the President's direct reports for action.
• Coordinates the Office of the President including the recruitment, orientation, and training of staff, evaluates and makes recommendations to the President regarding office structure, job descriptions, policies, procedures, and allocation of resources.
• Ensures the President is fully prepared for meetings, events, and appearances as they relate to UTSA and UT Health San Antonio. Anticipates the President's need for information/material for upcoming meetings, speaking engagements, etc., and prepares/coordinates this information at the President's request.
• Obtains reliable data/information for the President as required to respond to phone calls, correspondence, and other requests.
• Oversees status tracking and reporting on the President's directives. Accurately conveys confidential, sensitive and/or detailed information from the President to others within and outside of the University.
• Consistently reviews work in an effort to streamline and improve processes and management of office procedures, support and calendaring.
• Directs, coordinates and/or assists with the planning and evaluation of presidential initiatives and special projects for the Office of the President, as assigned.
• Serves on internal hiring committees and task forces across campus.
• Leads and coordinates comprehensive Cabinet support, ensuring cohesive and unified assistance across all members. Additionally, leads biweekly calendar meetings to foster collaboration across campus and other departments.
• Reviews and tracks student, staff, and faculty appeals to the President and coordinates response or resolution.
• Performs other duties as assigned.

Required Qualifications

• Bachelor's degree from an accredited institution. At the discretion of the hiring manager, additional experience may substitute for a degree on a year-for-year basis.
• Five (5) years of experience providing senior executive-level support or office management.

Knowledge, Skills, and Abilities

• Proven record of accomplishment of excellent organizational and interpersonal skills.
• Ability to proactively manage relationships both internally and externally on behalf of the President and their spouse.
• Ability to successfully anticipate the President's needs and adjust as needed based on new priorities.
• Demonstrated independent decision-making and problem-solving ability.
• Proven ability to handle confidential information with discretion.
• Proven ability to be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Ability to deliver quality results under time constraints in a fast-paced environment.
• Demonstrated expertise in Microsoft Office Suite for creating professional documents, presentations, and spreadsheets.

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.
• Valid driver's license and Motor Vehicle Record (MVR) as applicable.

Working Conditions

• Office environment.
• Ability to travel to and from meetings, training sessions, or other business-related events.
• Occasional after-hours and weekend work or overtime may be required.

Physical Demands:

• Sedentary work; sitting most of the time. Jobs are sedentary if walking and standing are required, only occasionally.
• Exerts up to 10 lbs. of force occasionally.

This position will be primarily located on campus. Travel and parking expenses are the employee's responsibility.

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.