Job Posting Title:

Office of the President - Executive Assistant

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Hiring Department:

Office of the President

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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

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of university faculty and staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)Voluntary Vision, Dental, Life, and Disability insurance optionsGenerous paid vacation, sick time, and holidaysTeachers Retirement System of Texas, a defined benefit retirement plan, with employer matching fundsAdditional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)Flexible spending account options for medical and childcare expensesRobust free training access through LinkedIn Learning plus professional conference opportunitiesTuition assistanceExpansive employee discount program including athletic ticketsFree access to UT Austin's libraries and museums with staff ID cardFree rides on all UT Shuttle and Austin CapMetro buses with staff ID cardFor more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards 

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

This position provides executive-level assistance to the Deputy to the President and serves as a key liaison with university executives, senior leadership, faculty, staff, and external stakeholders to advance the strategic priorities of the President and the University. The successful candidate will be responsible for a range of administrative and project-based tasks, including preparing meeting agendas, organizing and maintaining documents, and coordinating meetings and appointments.

The ideal candidate will demonstrate exceptional organizational skills, the ability to manage multiple priorities effectively, and a strong commitment to delivering high-quality service in a fast-paced, professional environment. This role also provides high-level assistance to the Director of President’s Office Operations to ensure effective management of the President’s Office. The successful candidate will serve as a key resource to help coordinate the daily operations of the President’s Office by assisting with special projects, coordinating logistics, and ensuring smooth, efficient workflows while maintaining discretion, attention to detail, and a high level of professionalism.

ResponsibilitiesStrategically manage Deputy to the President’s schedule and workflow. This requires fluid reprioritizations that will often require independent decision-making and coordination with multiple stakeholders and university leadership across campus including prioritizing and coordinating regularly scheduled and ad hoc meetings. Rearrange appointments to set priority meetings.Provide day-to-day operational support for the office, including coordination of workflow processes. Assist in the execution of special projects from initial planning through successful implementation. Contribute to the creation, maintenance, and improvement of standard operating procedures and internal administrative systems to ensure efficiency and consistency.Coordinate resources and assemble appropriate reference and back-up material for all meetings.Coordinate travel arrangements – submit travel authorization requests, develop itineraries, book flights and hotels, handle ground transportation arrangements, reserve meeting facilities, and other necessary arrangements.Submit travel and entertainment expense documentation including reimbursement reconciliation.Arrange room reservations, catering, and all other necessary logistical details for meetings when necessary.Other related functions as assigned.
Required QualificationsBachelor’s degree and five years of work experience, including two years of experience at either the Administrative Associate or the Senior Administrative Associate level that includes coordinating complex calendars and workflow.Excellent oral, written, and interpersonal communication skills. Demonstrated problem-solving and critical thinking skills.Detail oriented and able to follow directions and standard procedures.Outstanding organizational and time-management skills with the ability to work efficiently and flexibly in a fast-paced environment with minimal guidance.Professional demeanor. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations.Excel in a fast-paced environment and maintain a positive work attitude even in the face of intense activity and demands.High level of proficiency with Microsoft Office programs: Word, Outlook, Excel, PowerPoint, etc.Demonstration of the following competencies: mastery of complicated and dynamic scheduling and calendaring, demonstrated ability to compose and edit professional correspondence, outstanding organizational skills with accuracy and attention to detail, analytical thinking, decision making and critical thinking, effective communication, flexibility and adaptability, initiative, interpersonal relationships, knowledge of the organization, problem solving, results production, relationship management, service excellence, knowledge of standard operating procedures, and teamwork. Demonstrate loyalty and the attributes of a mature team player. Ability to independently solve problems, function under tight deadlines and stressful situations, within a large research and academic institution or similarly complex organization.

Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred QualificationsPrevious experience in a Dean/Vice President/C-suite level office.Bachelor’s degree and seven years of work experience, including five years of experience at either the Administrative Associate or the Senior Administrative Associate level that includes coordinating complex calendars and workflow.Familiarity with University of Texas at Austin business processes and University policies/procedures.

Salary Range

$85,000 + depending on qualifications

Working ConditionsMay work around standard office conditions.Repetitive use of a keyboard at a workstation.

Required MaterialsResume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter 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 and 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.