What are the responsibilities and job description for the Assistant to Senior Executive VP of Health Affairs and Health System position at UT Health San Antonio?
Job Description
The Assistant to the Senior Executive Vice President for Health Affairs and Health System reports to the most senior executive at the Health Science Center and provides high-level administrative and operational support. This role ensures the seamless management of the executive’s schedule and communications with the Health System’s senior leadership, internal departments, external stakeholders and the Office of the President. This position also manages the administrative, operational, and/or financial affairs of the Office of the President.
Responsibilities
Manage the Senior Executive Vice President’s calendar, including scheduling meetings with healthcare leaders, clinicians, and external partners.
Coordinate complex travel arrangements, ensuring alignment with event schedules and compliance requirements.
Assist with drafting and finalizing high-level communications for internal and external audiences
Develops and composes correspondence, reports, and presentations as requested; maintaining confidentiality at all times.
Assists with complex custom reports and cross-functional initiatives that require project coordination (e.g., data collection and validation, project reporting).
Manages departmental administrative budget to include billing and payment authorization for expenses, invoices and/or special events; coordinates charges across business units, tracks and accounts for executive travel and/or business expenses; participates in the annual budget planning process.
Coordinates the administrative workflow of the department; recommends new processes as needed.
May direct and delegate work processes and best practices to other administrative staff.
Oversee office operations, ensures equipment, materials, and space are used efficiently and effectively.
Maintains inventory of all office supplies and coordinates purchase orders.
Supports functions related to the recruitment of staff and ongoing administrative responsibilities required to onboard and support staff.
Manages the exit processes for staff who are leaving the institution and maintains all personnel files for the department per the retention schedule.
Maintain strict confidentiality regarding sensitive information.
Uphold a high level of professionalism in all interactions, representing the executive office appropriately.
Performs all other duties as assigned.
Qualifications
Detail oriented with meticulous planning and organizational skills while balancing multiple priorities.
Demonstrated ability to effectively communicate orally and in writing, to include writing and preparing memorandums, letters, and other official correspondence.
Proficient understanding of healthcare operations and terminology.
Proficiency in management software including Oracle and PeopleSoft and Microsoft Office Suite.
Strong written and verbal communication skills.
Ability to handle confidential information with discretion.
Demonstrated problem-solving and decision-making skills.
Professional demeanor with the ability to build rapport across stakeholders.
Education
Bachelor’s degree in Business Administration, Healthcare Management, or a related field.
Required Skills
A minimum of 7 years of experience supporting senior executives, preferably within a healthcare or academic medical center environment.
About Us
Benefits Overview
UT Health San Antonio offers an excellent benefits package for its employees. Employees who work at least 20 hours a week, with an appointment of at least 4.5 months, are eligible for benefits.
Medical - UT SELECT Medical insurance is offered free for employees and administered by Blue Cross and Blue Shield of Texas. Family members can be added to the plan through payroll deduction. Employees and their dependents can also receive discounted copays and coinsurance when using UT Health Physicians, a network of 800 premier physicians including more than 100 specialists.
Dental - Three dental insurance plan options are available for employees and their families through Delta Dental Insurance Company, two PPOs and one dental HMO plan. Both PPO plans allow employees to choose any licensed dentist.
Vision - Fully insured Vision Care benefits are offered by Superior Vision Services. Two vision plan options that offer either standard or enhanced vision benefits. Life Employees receive $40,000 of group term life insurance and $40,000 of basic accidental death and dismemberment insurance for free, with options to purchase additional employee and dependent coverage for both at group rates.
Retirement - Employees are eligible for either the Teacher Retirement System (TRS) or the Optional Retirement Plan (ORP). TRS is a defined benefit retirement plan which UT Health matches employee contributions. ORP is for eligible faculty staff employees. Voluntary retirement programs are also available to invest before- or after-tax dollars with the choice of five quality retirement plan providers.
Time Off - A generous leave program offers multiple paid leave options:
Discounts - Employees enjoy a range of discounts on services, tickets, and gym membership.
EEO Statement
UT Health San Antonio is an equal employment opportunity and affirmative action employer. It is our policy to promote and ensure equal employment opportunity for all individuals without regard to race, color, religion, sex, gender identity, national origin, age, sexual orientation, disability, or veteran status.
The Assistant to the Senior Executive Vice President for Health Affairs and Health System reports to the most senior executive at the Health Science Center and provides high-level administrative and operational support. This role ensures the seamless management of the executive’s schedule and communications with the Health System’s senior leadership, internal departments, external stakeholders and the Office of the President. This position also manages the administrative, operational, and/or financial affairs of the Office of the President.
Responsibilities
Manage the Senior Executive Vice President’s calendar, including scheduling meetings with healthcare leaders, clinicians, and external partners.
Coordinate complex travel arrangements, ensuring alignment with event schedules and compliance requirements.
Assist with drafting and finalizing high-level communications for internal and external audiences
Develops and composes correspondence, reports, and presentations as requested; maintaining confidentiality at all times.
Assists with complex custom reports and cross-functional initiatives that require project coordination (e.g., data collection and validation, project reporting).
Manages departmental administrative budget to include billing and payment authorization for expenses, invoices and/or special events; coordinates charges across business units, tracks and accounts for executive travel and/or business expenses; participates in the annual budget planning process.
Coordinates the administrative workflow of the department; recommends new processes as needed.
May direct and delegate work processes and best practices to other administrative staff.
Oversee office operations, ensures equipment, materials, and space are used efficiently and effectively.
Maintains inventory of all office supplies and coordinates purchase orders.
Supports functions related to the recruitment of staff and ongoing administrative responsibilities required to onboard and support staff.
Manages the exit processes for staff who are leaving the institution and maintains all personnel files for the department per the retention schedule.
Maintain strict confidentiality regarding sensitive information.
Uphold a high level of professionalism in all interactions, representing the executive office appropriately.
Performs all other duties as assigned.
Qualifications
Detail oriented with meticulous planning and organizational skills while balancing multiple priorities.
Demonstrated ability to effectively communicate orally and in writing, to include writing and preparing memorandums, letters, and other official correspondence.
Proficient understanding of healthcare operations and terminology.
Proficiency in management software including Oracle and PeopleSoft and Microsoft Office Suite.
Strong written and verbal communication skills.
Ability to handle confidential information with discretion.
Demonstrated problem-solving and decision-making skills.
Professional demeanor with the ability to build rapport across stakeholders.
Education
Bachelor’s degree in Business Administration, Healthcare Management, or a related field.
Required Skills
A minimum of 7 years of experience supporting senior executives, preferably within a healthcare or academic medical center environment.
About Us
Benefits Overview
UT Health San Antonio offers an excellent benefits package for its employees. Employees who work at least 20 hours a week, with an appointment of at least 4.5 months, are eligible for benefits.
Medical - UT SELECT Medical insurance is offered free for employees and administered by Blue Cross and Blue Shield of Texas. Family members can be added to the plan through payroll deduction. Employees and their dependents can also receive discounted copays and coinsurance when using UT Health Physicians, a network of 800 premier physicians including more than 100 specialists.
Dental - Three dental insurance plan options are available for employees and their families through Delta Dental Insurance Company, two PPOs and one dental HMO plan. Both PPO plans allow employees to choose any licensed dentist.
Vision - Fully insured Vision Care benefits are offered by Superior Vision Services. Two vision plan options that offer either standard or enhanced vision benefits. Life Employees receive $40,000 of group term life insurance and $40,000 of basic accidental death and dismemberment insurance for free, with options to purchase additional employee and dependent coverage for both at group rates.
Retirement - Employees are eligible for either the Teacher Retirement System (TRS) or the Optional Retirement Plan (ORP). TRS is a defined benefit retirement plan which UT Health matches employee contributions. ORP is for eligible faculty staff employees. Voluntary retirement programs are also available to invest before- or after-tax dollars with the choice of five quality retirement plan providers.
Time Off - A generous leave program offers multiple paid leave options:
- Front-loaded Paid Time Off: 128 to 208 hours (16 to 26 days) of Paid Time Off based on years of service, given at the start of each fiscal year. PTO may be prorated in year one based on date of hire.
- Extended Illness Bank: 8 hours (1 day) accrued per month which can be used for illness or injury after one day of Paid Time Off is taken.
- Paid Family Leave: Up to 240 hours (6 weeks) to care for a spouse, child, or parent after 6 months of consecutive employment.
- Holidays: 12 set paid holidays each year.
Discounts - Employees enjoy a range of discounts on services, tickets, and gym membership.
EEO Statement
UT Health San Antonio is an equal employment opportunity and affirmative action employer. It is our policy to promote and ensure equal employment opportunity for all individuals without regard to race, color, religion, sex, gender identity, national origin, age, sexual orientation, disability, or veteran status.
Salary : $40,000
