Executive Assistant, Department of Women’s Health, Dell Medical School in Austin, TX ID- 6727
Executive Assistant, Department of Women’s Health, Dell Medical School – University of Texas at Austin – Austin, TX – work from home job
Company: University of Texas at Austin
Job description: Job Posting Title: Executive Assistant, Department of Women’s Health, Dell Medical School
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Hiring Department: Department of Women’s 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: Immediately
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Position Duration: Expected to Continue
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Location: AUSTIN, TX
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Job Details:
General Notes
Purpose
To provide superior executive administrative support, assisting in the day-to-day prioritization and execution of activities and meetings for the Associate Chair of Diversity, Equity, and Inclusion and the Division Director of Pediatric and Adolescent Gynecology.
Responsibilities
Strategically manage executive leaders’ calendar and time. Schedule internal and external meetings, coordinate resources and provide appropriate reference and back-up materials for all meetings. Contact and remind proposed attendees, attend meetings and take meeting minutes as requested, arrange room reservations and/or virtual meeting links, catering, and all other necessary logistical details.
Organize and plan logistics for domestic and international travel, including processing travel reimbursements and submitting expense reports and receipts. In collaboration with assigned leaders, responsible for coordinating logistics of prospective employee interview schedules, travel arrangements, and travel reimbursements in accordance with UT-DMS policy.
In conjunction with administrative leadership, develops and provides ongoing oversight of clinical and hospital on-call schedules for the Pediatric and Adolescent Gynecology Division in accordance with established departmental processes.
Prepare correspondence with limited direction; examine correspondence, determine work priority, engages in obtaining, retaining, and dispersing information as appropriate. Assist in drafting and editing letters of recommendation. Responsible for maintaining assigned leaders’ CV and other critical documents.
Develop a relationship with assigned leaders that enables the ability to anticipate administrative needs and to work in partnership with assigned leaders to jointly discern common objectives and work on common problems for resolution.
Work collaboratively with other internal and external staff to provide counsel on administrative matters or decisions affecting interdepartmental relationships by supplying information from a variety of sources representing the Department of Women’s Health and assigned leaders.
Maintain broad organizational perspective to effectively carry out internal and external relationships of the Department of Women’s Health.
Other related duties as assigned.
Required Qualifications
Bachelor’s degree and at least five years of experience with advanced administrative functions or High School Graduation or GED with nine years of experience. Effective communicator with excellent oral, written, and interpersonal communication skills. Executive scheduling, calendar management, and travel management experience. Ability to communicate effectively with various constituents; faculty, staff, learners, prominent university and community leaders, and professional organizations. Demonstrated problem-solving skills. Ability to work efficiently and flexibly in a fast-paced environment. Outstanding organizational, prioritizing, 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. A combination of two years of experience making complex administrative decisions or as a clerical supervisor. The Dell Medical School is especially interested in qualified candidates who can contribute to diversity and excellence within the learning health system. At the Dell Medical School we strive to create a vital, inclusive health ecosystem. To ensure alignment, we follow these fundamental values: . Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Experience maintaining publications and grant documents. Experience at UT Austin. Experience in health care delivery, health care clinical operations, or biomedical research. More than required years’ experience.
Salary Range
$60,000 + depending on qualifications
Working Conditions
May work around standard office conditions.
Repetitive use of a keyboard at a workstation.
Occasional weekend, overtime, and evening work to meet deadlines.
Required Materials
Resume/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 , 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 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:
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 .
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Expected salary: $60000 per year
Location: Austin, TX
Job date: Fri, 08 Sep 2023 06:22:37 GMT
