Executive Assistant - Vice President for University Relations

Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 10529
Full/Part Time: Full Time

Org Marketing Statement

The University of Texas at San Antonio is a Hispanic Serving University specializing in cyber, health, fundamental futures, and social-economic development. With more than 34,000 students, it is the largest university in the San Antonio metropolitan region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service. The university embraces multicultural traditions and serves as a center for intellectual and creative resources as well as a catalyst for socioeconomic development and the commercialization of intellectual property-for Texas, the nation and the world. Learn more online, on USTA Today or on TwitterInstagram, Facebook, YouTube or LinkedIn.

UTSA, situated in a global city that has been a crossroads of peoples and cultures for centuries, values diversity and inclusion in all aspects of university life. As an institution expressly founded to advance the education of Mexican Americans and other underserved communities, our university is committed to ending generations of discrimination and inequity. UTSA, a premier public research university, fosters academic excellence through a community of dialogue, discovery and innovation that embraces the uniqueness of each voice.

Posting End Date

Applications will be accepted through 11:59 PM CDT on 9/5/2023. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.

Salary

Salary: Up to $73,000/ Annualized,commensurate with education, experience and qualifications.

Hours per Week

Exempt Position: 40 hours per week.

Required Application Materials

• Resume is required.
• Cover Letter is required.

Essential Functions

Job Summary

Function: To relieve an executive of a large volume of complex decisions, conduct interviews, answer correspondence, and supervise a large staff in the operation of the office of an administrator at the Vice President level or above.

Scope: Responsible for executing, with minimal direction, the supervision of a clerical staff immediately supporting the administrator in an executive office of the institution.

Duties

Typical:

• Provides direct, high-level, support to the vice-president by maintaining the departmental budget, organizing and coordinating activities, appointments and travel, and drafting and editing correspondence, speeches, memoranda, reports and publications.
• Serves as liaison for the Vice President, both on the phone and in meetings, to provide efficient, courteous, discrete and effective customer service to a wide constituency.
• Works with key stakeholders on the internal management of office and campus initiatives, as well as other urgent issues. To include the assignment of substantive responsibilities and tasks to members of the Office, while managing assignments and deadlines.
• Supervises office staff and establishes work priorities.
• Reviews and approves fiscal and human resources documents and contracts.
• Triages incoming requests to the proper administrator for action, tracks outcomes and incorporates results into the Vice President's daily activities.
• Coordinates and conducts follow-up on the Vice President's administrative activities and projects to assure deadlines are met ahead of schedule and deliverables meet or exceed quality standards.
• Plans and executes special events.
• Performs other duties as assigned.

Periodic:

• Represents the vice-president at various meetings.
• Arranges for official guests.

Required Qualifications

• Bachelor Degree from an accredited institution.
• Eight years of increasingly responsible professional administrative experience.
• Additional experience may substitute for the degree on a one for one basis.
• Tact, diplomacy and judgment necessary in dealing with others.
• Proven record of accomplishment of excellent organizational and interpersonal skills.
• Demonstrated independent decision-making and problem-solving ability.
• Personal computer and standard office equipment.

Preferred Qualifications

• Bachelor degree in Business Administration or a related field.
• Similar experience in higher education.
• Supervisory and/or administrative management experience.
• Excellent oral, written and intercultural communication skills. Bilingual in the languages of English and Spanish, with the
  ability to speak, read, and write at a high-level of professional competence in both languages.
• Thorough knowledge of University administrative structure, policies and procedures.

Working Conditions

• Usual office environment.
• May require occasional travel.
• May require evening and weekend work.

This position will be primarily located:

On Campus: Primary work location will be on main campus. Travel and parking expenses are the employee's responsibility.

Hybrid-Occasionally: Primarily works in person, but may work remotely on an infrequent basis (approximately four days or less per month). Travel and parking expenses are the employee's responsibility. Applicants must be adaptable and open to working in both environments.

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.

EO/AA Statement

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.