Executive Assistant, Adult Cardiothoracic Surgery, Dell Medical School Full-time Job

Job Posting Title:Executive Assistant, Adult Cardiothoracic Surgery, Dell Medical School----Hiring Department:Department of Surgery and Perioperative Care----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:General Notes:UT Health Austin is a care team-based practice treating patients in downtown Austin's state of the art Health Transformation Building. UT Health Austin, the clinical practice of the Dell Medical School, areas of care include: complex Women's Health issues, comprehensive Musculoskeletal conditions, Multiple Sclerosis/Cognitive Disorders Neuroimmunology and General Neurology, Primary Care, a Walk-in Clinic and a new Ambulatory Surgery Center. Your skills will make a difference.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 Dell Medical School staff, thereby enhancing the student and patient care 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 7.75% 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: and PurposeTo act as the Executive Assistant to the Chief of Adult Cardiovascular and Thoracic Surgery and provide programmatic support to the Adult Cardiovascular and Thoracic Surgery Program at Ascension Seton and in partnership with Dell Medical School at the University of Texas at Austin. ResponsibilitiesManage a complex schedule for the Chief of Cardiovascular and Thoracic Surgery 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.Coordinate travel arrangements for the Chair, faculty members, candidates and other visitors. Develop itineraries, book flights, handle arrangements with drivers or cars, reserve meeting facilities, hotel arrangements, and other necessary arrangements. Manage and process reimbursements.Provide oversight for flow of communication; monitor calls and e-mails in real time; ensure that fast-paced office is organized and that all critical areas are covered; plan for contingencies and anticipate potential problems.Liaise with administrative and clinical partners within Dell Medical School, UT Austin, Ascension Seton hospitals, Ascension Seton Executive Leadership, and other community stakeholders.Provide scheduling and calendaring support to Center faculty.Manage the coordination and execution of multiple high-level faculty and staff searches in partnership with external partners and internal collaborators.Coordinate functions and events on and off of the University campus, including securing venues and associated logistics (e.g., catering, audiovisual support), developing invitations and promotional material, and tracking attendance.Ensure the timely and accurate processing of Center reimbursements and travel authorizations on an as-needed basis.Coordinate Center activities with other Dell Medical School, UT Austin, and partner organization departments as necessary.Manage office projects using tasks lists, including creating, designing and implementing processes and procedures utilizing current technology.Identify and advance the use of tools and processes to help the Center organize and provide continuous improvement for day-to-day operations, faculty and staff recruitment and management, events and engagements.Assist with creating and managing organizational systems, onboarding materials, departmental policies, presentations, financial analyses and other documents.Compose and prepare memos, correspondence, reports, meeting agendas, and notes. Assist with follow-up materials as requested. Maintain well-organized physical and electronic copies of documents for office files.Support key initiatives by providing background research and supporting project management for new activities.Ensure tracking and management of Center expenditures versus budget and per University of Texas at Austin, Dell Medical School and Department of Surgery and Perioperative Care policies and procedures.Work collaboratively with other staff of the Department of Surgery and Perioperative Care, Dell Medical School and across the University of Texas at Austin campus to provide counsel on administrative matters or decisions affecting interdepartmental relationships.Maintain broad organizational perspective to effectively carry out internal and external relationships of the Center and the Department of Surgery and Perioperative Care.Support the Center leadership and Department of Surgery and Perioperative Care leadership with other requests as needed.Other related functions as assignedRequired QualificationsBachelor's degree or higher. Equivalent combination of relevant education and experience may be substituted as appropriate. At least three years of professional experience in a similar role. Experience supporting senior executive teams. Effective communicator with excellent oral, written, and interpersonal communication skills. Demonstrated problem-solving skills and a self-starter - ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Outstanding organizational 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. High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, Visio, etc. Familiarity with business processes and project management.Relevant education and experience may be substituted as appropriate.Preferred QualificationsFamiliarity and experience with University of Texas at Austin administrative and financial policies and processes. Experience working within a health care delivery organization, academic medical center environment or start-up experience. Salary Range$70,000+ depending on qualificationsWorking ConditionsMay work around standard office conditionsRepetitive use of a keyboardOccasional weekend, overtime and evening work to meet deadlinesRequired MaterialsResume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter of interestImportantfor 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: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 ,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 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: [PDF] [PDF] [PDF] [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 .The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.