Executive Assistant, Clinical Operations, UT Health Austin

Job Posting Title:

Executive Assistant, Clinical Operations, UT Health Austin

—-

Hiring Department:

Dell Medical School

—-

Position Open To:

All Applicants

—-

Weekly Scheduled Hours:

40

—-

FLSA Status:

Exempt

—-

Earliest Start Date:

Immediately

—-

Position Duration:

Expected to Continue

—-

Location:

UT MAIN CAMPUS

—-

Job Details:

Purpose

To provide programmatic, analytical and superior executive support to the Vice Dean of Professional Practice/Chief Clinical officer (VDPP/CCO) within the UT Austin Dell Medical School.

Responsibilities

• Manage a complex schedule for the VDPP/CCO 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. Contact and remind proposed attendees. Arrange room reservations, catering, and all other necessary logistical details.

• Provide oversight for flow of communication; monitor calls; ensure that fast-paced office is organized and that all critical areas are covered; plan for contingencies and anticipate potential problems.

• Coordinate travel arrangements for VDPP/CCO. Develop itineraries, book flights; handle arrangements with drivers or cars, reserve meeting facilities, hotel arrangements, and other necessary arrangements. Manage and process reimbursements.

• Perform high-level administrative duties such as managing office projects using tasks lists, including creating, designing and implementing processes and procedures utilizing current technology. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary. Prepare routine, well-written correspondence for distribution and prepare correspondence on behalf of VDPP/CCO and Executive team.

• Prepare correspondence with limited direction (This includes letters of reference); examine correspondence, determine work priority, engage in obtaining, retaining, and dispersing information as appropriate.

• Maintain broad organizational perspective to effectively carry out internal and external relationships. Develop a relationship that enables the VDPP/CCO and his/her team to anticipate needs and to work in partnership, jointly discerning common objectives and working on common problems for resolution.

• Cross cover for absences among the other administrative support personnel in the UTHA Clinical Operations team.

• Coordinate the Clinical Quality Committee meetings, prepare and distribute agendas, and record minutes.

Marginal/Incidental Functions:

While this is intended to be an accurate reflection of the current position, it is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with the job. Management reserves the right to revise the Position or require that other or different tasks be performed when circumstances warrant (i.e. emergencies, changes in personnel or staffing, workload, or technical developments).

Required Qualifications

Bachelor’s degree and at least five years of experience with advanced administrative functions, particularly calendar management and other support directly for senior executives. Effective communicator with excellent oral, written, and interpersonal communication skills. Demonstrated problem-solving and critical thinking skills. A self-starter – ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Outstanding organizational and time-management skills. Highly detail-oriented. 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. High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, Visio, etc.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: https://dellmed.utexas.edu/culture .

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience with scheduling and calendar management for executives. Experience in health care delivery or university administration. Start-up experience in any sector.

Salary Range

$60,000+ depending on qualifications

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Use of manual dexterity.

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.

—-

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.

—-

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.

—-

Background Checks:

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

—-

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.

—-

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.

—-

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.

—-

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]

—-

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 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.