Position Summary:

UTHealth Houston is looking for a Senior Executive to work with two high-level executive leaders in Academic and Research Affairs. This individual provides administrative support under general supervision. You will perform varied, administrative, and/or project-oriented work with analysis. Work regularly requires the use of initiative, discretion, and independent judgment. This position will perform secretarial support. 

The focus of this executive assistant will be on scheduling, reimbursement, and writing/proofreading. You will need to have excellent communication skills and be willing to work on-site. This role will require the employee to come into an office in the heart of the Texas Medical Center in our University Center Tower located at Fannin and Pressler. 

What we do here changes the world. UTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.

Once you join us, you won't want to leave. It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.), plus:  

100% paid medical premiums for our full-time employees   Generous time off (holidays, preventative leave days, both vacation and sick time – all of which equates to around 37-38 days per year)  The longer you stay, the more vacation you’ll accrue!  Longevity Pay (Monthly payments after two years of service)  Build your future with our awesome retirement/pension plan! 

We take care of our employees! As a world-renowned institution, our employees’ well-being is important to us. We offer work/life services such as... 

Free financial and legal counseling  Free mental health counseling services  Gym membership discounts and access to wellness programs  Other employee discounts include entertainment, car rentals, cell phones, etc.  Resources for child and elder care  Plus, many more! 

 

Position Key Accountabilities:

Resolves general to complex inquiries and questions and responds to correspondence or telephone contacts in the area of responsibility within guidelines established by the supervisor. Composes correspondence and memoranda, prepares graphs, tables and manuscripts, speeches and mass communications, and prepares reports and presentation materials. May assist with grant and contract materials. Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines. Responsible for filing systems, accuracy, and compliance of files, records, and reports for assigned areas. Maintains knowledge base of legal and regulatory requirements of files. Receives, classifies, reconciles, consolidates, and/or summarizes documents and information. Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures. Accountable for data entry and accurate and timely submission of data for processing in the financial and/or human resources systems. Coordinates meetings, gatherings, and room assignments invite participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes. May approve and coordinate purchases of office supplies and equipment. Screens calls and emails and receives and directs visitors. Retrieves information from departmental, university, and/or system levels and/or project records and produces reports with analysis. Regularly handles the highest level of confidential information and sensitive issues. Provides guidance and direction to lower-level staff. May be expected to train entry-level clerical staff. May lead support staff. Assists with interviewing, orientation and scheduling of staff. Provides input into lower staff performance evaluations. Serves as a high-level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities, and operations. May maintain or reconcile financial records/reports. FMS training with a passing score may be required. May have limited signature authority. Advises on and may draft policy and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls and may assist or make recommendations regarding complex or impactful decisions. Other duties as assigned.

Certification/Skills:

Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint, and Outlook is required. 
The use of University financial systems will be required to issue reimbursements. 

Minimum Education:

High School diploma or equivalent required. Bachelor’s degree preferred.

Minimum Experience:

Seven (7) years of related work experience is required.
Extensive experience with scheduling and maintaining calendars and travel itineraries is required.  
Prior experience preparing meeting materials or general reports required. May substitute required experience with equivalent years of education beyond the minimum education requirement.

 

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

Residency Requirement:

Employees must permanently reside and work in the State of Texas. This job will be on-site.