Executive Assistant

Job Posting Title:

----

Hiring Department:

----

Position Open To:

----

Weekly Scheduled Hours:

----

FLSA Status:

----

Earliest Start Date:

----

Position Duration:

----

Location:

----

Job Details:

The Oden Institute is an organized research unit that fosters interdisciplinary programs in computational sciences and engineering, computational medicine, computational geosciences, mathematical modeling, applied mathematics, data science, software engineering, and computational visualization.

UT Austin offers a competitive benefits package that includes:

• 100% employer-paid basic medical coverage

• Retirement contributions

• Paid vacation and sick time

• Paid holidays

• Robust free training access through LinkedIn Learning plus professional conference opportunities

Please visit our Human Resources (HR) website to learn more about the total benefits offered.

The Executive Assistant provides programmatic, analytical and superior executive support to the Director and Associate Directors of the Oden Institute in all areas as needed. This includes but is not limited to programs coordination, faculty recruiting, annual report, hosting visitors, complex calendaring, donor stewardship, and in general participation in all initiatives deemed important to the mission of the Institute by the Oden Institute Director.

Director's Office

• Manage a complex schedule for the Director, including 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. Confirm appointment times, locations, and agendas with all attendees. Manage schedule changes. Arrange room reservations, catering, and all other necessary logistical details. Make sure action items are done.

• Perform high-level administrative duties such as managing office projects using tasks lists, including creating, designing and implementing processes and procedures utilizing current technology.

• Compose and prepare professional, well-written memos, correspondence, reports, meeting agendas, meeting minutes, and notes. Compose correspondence on behalf of the Director. Assist with follow-up materials as requested. Maintain well-organized physical and electronic copies of documents for office files.

• Maintain well-organized correspondence logs, files, information databases, and other tracking systems as necessary.

• Process payments and reimbursements for Director's Office events, lunches, visitors, and other activities. Maintain procurement card for Director purchasing needs.

• Ensure that fast-paced office is organized and that all critical areas are covered; plan for contingencies and anticipate potential problems.

• Maintain broad organizational perspective to effectively carry out internal and external relationships of the Oden Institute.

Faculty Hiring

• Manage the coordination and execution of multiple high-level faculty and staff searches in partnership with external partners and internal collaborators.

• Schedule interviews, collect and process applications and required forms, and collect interviewer feedback on candidates.

• Process and track prospective faculty appointment requests, dossiers and paperwork in centralized systems.

Fundraising and Stewardship

• Provide operational support for fundraising and development opportunities, including management of donor records.

• Ensure the timely acknowledgement of all gifts, to include merging and preparing thank you letters for signature, as well as draft and produce correspondence, reports, and follow-up materials.

• Manage the Faculty Annual Endowment Letters Project. Make sure all letters are completed and submitted by the deadline. Submit originals to donors and copies to the University Development Office.

• Manage the Student Annual Endowment Letters Project. Make sure all letters are completed and submitted by the deadline. Submit originals to donors and copies to the University Development Office.

• Assist with Institute stewardship activities, including the preparation of stewardship letters, reports, and other materials.

Travel Arrangements

• Coordinate travel arrangements for the Director. Develop itineraries, book flights, handle arrangements for ground travel, reserve meeting facilities, hotel arrangements, and other necessary arrangements. Manage reimbursements.

Oden Institute Annual Report

• Assist the Associate Director with the Institute's annual report. Contact and collect annual reports from research staff, faculty, and administrative staff.

Other Duties

• Assist with complex Institute wide special projects and events.

• Advise faculty on organizational policy matters and recommend needed changes.

• Assist with creating and managing organizational systems, onboarding materials, departmental policies, presentations, and other documents.

• Support key initiatives by providing background research and supporting project management for new activities.

• Liaise with the offices of the President, Provost, and Vice President for Research as needed.

• Other duties as assigned.

• Bachelor's degree.

• Five years of clerical experience, including two years of experience at the Sr. Administrative Associate level with a bachelor's degree or H.S. diploma or GED and nine years of clerical experience, including two years of experience at the Sr. Administrative Associate level.

• A minimum of one year of experience supporting an executive or high-level manager.

• Experience maintaining executive calendars and schedules.

• Professional demeanor and dedication to excellent customer service.

• Experience handling confidential and sensitive information appropriately.

• Experience drafting and editing professional correspondence.

• Effective communicator with excellent oral, written, and interpersonal communication skills.

• Proven higher level critical thinking skills, including demonstrated organizational skills, ability to manage multiple projects simultaneously with high attention to detail, prioritizing assignments to meet deadlines.

• Demonstrated accuracy, organizational skills and positive attitude.

• Ability to work independently with minimal direction.

• Ability to adapt rapidly to changing priorities and deadlines.

• Demonstrated ability to establish and maintain working relations with various groups in a collegial and effective manner.

• 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.

• Efficiency in organizing projects, materials and office systems.

• Proficient with Microsoft Office Suite, specifically Outlook, Word, PowerPoint and experience with Excel spreadsheets.

Relevant education and experience may be substituted as appropriate.

• Bachelor's degree and more than 5 years of clerical experience, including more than two years of experience at a Senior Administrative Associate level and more than one year of experience supporting an executive or high-level manager.

• Extensive experience working in higher education and working knowledge of University Policies and Procedures.

• Prior experience with donor relations and stewardship.

• Experience using Smartsheets.

$72,000 + depending on qualifications

• May work around standard office conditions.

• Repetitive use of keyboard at a workstation.

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

----

Employment Eligibility:

----

Retirement Plan Eligibility:

----

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 most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.