Job Posting Title:

Executive Assistant

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Hiring Department:

Hogg Foundation for Mental Health

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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:

Feb 17, 2025

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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 Hogg Foundation for Mental Health is a grantmaking organization with the mission to improve the mental health of Texas.  As a unit of the Steve Hicks School of Social Work at the University of Texas at Austin, the foundation seeks to bolster the community conditions that support mental health.

If you’re the type of person that wants to know your work has meaning and impact, you’ll like working for the Hogg Foundation for Mental Health and UT Austin. UT Austin provides an outstanding benefits package including competitive health benefits, generous paid vacation, sick time, and holidays, Teachers Retirement System of Texas, a defined benefit retirement plan, and more. For more details, please see: https://hr.utexas.edu/prospective/benefits.

Purpose

Provide complex, executive-level and logistical support, administration, and day-to-day prioritization and implementation of activities to Senior Associate Vice President and Executive Director of the Hogg Foundation for Mental Health, using a high degree of initiative, judgment, and discretion. This is a full-time, on-site position.

Responsibilities

Provides executive-level support to the executive director of the Hogg Foundation for Mental Health using a high degree of initiative, judgment, and discretion. Coordinates the ED calendar, schedules appointments, arranges meetings, and responds to inquiries as appropriate. Arranges all out-of-office logistics for ED, including preliminary approvals, transportation and lodging, and submitting for reimbursements. Prepares individual travel folders related to each trip.Maintains regular contact and fosters cross-team collaboration among Hogg staff and various campus departments, including the Steve Hicks School of Social Work, and external stakeholders and workgroups relevant to the Executive Director’s role. Plans and prepares for visits from official guests, including managing or overseeing travel, hospitality, and equipment arrangements, and receives visitors for the foundation. May represent ED at staff meetings.Plans and executes executive office events, including external meetings, National Advisory Committee meetings, Team Leaders meetings, All-Staff Quarterly Meetings, All-Staff Retreat, and ongoing staff development. Works with vendors and departments to coordinate event services such as meeting space, food, travel, accommodations, etc. Creates meeting agendas, project timelines, takes meeting minutes, and distributes to staff as needed.Prepares administrative reports and tasks, as well as coordinates and tracks the status of various projects including Team Leader action items. Proofreads speeches, memorandum, documents, reports, and proposed publications for the ED. Sets up, handles, and maintains all files for executive office including sensitive materials for executive director's office.Serves on several internal committees to assist with researching, evaluating, planning, and implementing foundation grants and creative works on an ongoing basis. Other related duties as assigned.

Required Qualifications

Bachelor's degree and 5 years of experience performing complex administrative functions for an executive office.Proven ability to independently project manage multiple internal and external multi-faceted projects and competing priorities with exceptional organizational skills and attention to detail in a fast-paced environment.Experience leading meetings including agenda setting and group facilitation.Exceptional interpersonal and communication skills with a demonstrated ability to build rapport and collaborate effectively with varied stakeholders, including senior management, staff, and external partners.Previous success working independently and, in a team-oriented environment to accomplish goals, implement programs and/or events, make decisions and solve problems effectively.Excellent written and verbal communication skills, including the ability to compose clear and concise correspondence, prepare presentations, and communicate effectively with all stakeholders.Excellent attention to detail that demonstrates a high degree of accuracy in all aspects of work, including proofreading, data entry, and document preparation.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and demonstrated ability to quickly learn and adapt to new software and technologies.Maintains the highest level of confidentiality and discretion in handling sensitive information.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience in a non-profit or academic setting preferred.Familiarity and knowledge of UT Austin’s policies around travel, reimbursements, events, and business processes.Experience with managing the calendar of a high-level executive.Experience with *DEFINE, UT Box, E-Ship Global, DocuSign, and Qualtrics.

Salary Range

$65,000+ depending on qualifications

Working Conditions

Full-time, on-site;Standard office environment;Work requires the use of a computer daily.

Required Materials

Resume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter of interest

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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.