Job Posting Title:

Executive Assistant, Texas Center for Pediatric and Congenital Heart Disease, Dell Medical School

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Hiring Department:

Department of Surgery and Perioperative Care

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Nov 27, 2024

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The primary office location for this position will be at Dell Children's Medical Center of Central Texas - 4900 Mueller Blvd, Austin, TX 78723.

Purpose

The Executive Assistant will provide support in the Department of Surgery and Perioperative Care’s Texas Center for Pediatric and Congenital Heart Disease at Dell Children’s Hospital. This role will provide analytical, programmatic, and administrative support in partnership with Dell Medical School at the University of Texas at Austin.

Responsibilities

Manage complex schedules for four pediatric congenital heart surgeons who also serve as faculty members of Dell Medical School, with fluid reprioritizations that will often require independent decision-making. Schedule appointments and meetings, coordinate resources and assemble appropriate reference and back-up material for all meetings. Provide back-up support to fellow Executive Assistants as needed.

Provide oversight for flow of communication; monitor calls and e-mails in real time; ensure the fast-paced office environment is organized and that all critical areas are covered; plan for contingencies and anticipate potential problems.

Liaise with administrative and clinical partners within Dell Medical School, UT Austin, Dell Children’s Hospital, Ascension Seton hospitals, Ascension Seton Executive Leadership, and other community stakeholders. Work collaboratively with other staff of the Department of Surgery and Perioperative Care, Dell Medical School and across the University of Texas at Austin campus to provide counsel on administrative matters or decisions affecting interdepartmental relationships.

Coordinate travel arrangements faculty members, candidates, and other visitors. Develop itineraries, book flights, handle car service arrangements, reserve meeting facilities, hotel arrangements, and other necessary arrangements. Manage and process reimbursements.

Manage office projects using tasks lists, including creating, designing, and implementing processes and procedures utilizing current technology. Identify and advance the use of tools and processes to help the division organize and provide continuous improvement for day-to-day operations, faculty and staff recruitment, events, and engagements.

Manage the coordination and execution of high-level faculty and staff searches in partnership with external partners and internal collaborators.

Coordinate functions and events on and off the University campus, including securing venues and associated coordination (e.g., catering, audiovisual support), developing invitations and promotional material, and tracking attendance.

Assist with creating and managing organizational systems, onboarding materials, departmental policies, presentations, and other documents.

Compose and prepare memos, correspondence, reports, meeting agendas, and notes. Assist with follow-up materials as requested. Maintain well-organized physical and electronic copies of documents for office files.

Support key initiatives by providing background research and supporting project management for new activities.

Other related functions as assigned.

Required Qualifications

Bachelor’s degree and at least five years of experience with advanced administrative functions or High School Graduation/GED with nine years of experience. Prior experience with financial reimbursement and/or purchasing systems. Experience tracking expenses, keeping organized records, and planning events. Experience with general office management and office procedures. Advanced proficiency in Microsoft Office. Demonstrated excellent analytical skills, problem solving ability, and critical thinking skills. Ability to multi-task, operate successfully under high-pressure situations. Ability to work efficiently, accurately, and flexibly in a demanding environment with minimal guidance. Excellent verbal and written communication skills with demonstrated ability to effectively communicate with all levels of management and respond to faculty and staff tactfully, clearly, and concisely. Outstanding organizational and time-management skills. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Previous experience as an Executive Assistant. Working knowledge of UT policies and procedures. Experience in hospital or clinic environment, including physician on-call schedule and various applications. Experience providing support at the University of Texas in an administrative office. Prior experience using UT Financial Systems such as Define, FRMS, PointPlus, and UT Market. More than required number of years of experience. Related experience in an academic healthcare setting. Start-up experience in any sector. Experience in health care delivery or biomedical research.

Salary Range

$60,000+ depending on qualifications

Working Conditions

May work around standard office conditions

Repetitive use of keyboard at a workstation

Use of manual dexterity

Required MaterialsResume/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.

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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.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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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]

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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.