Executive Assistant, Department of Psychiatry and Behavioral Sciences, Dell Medi Full-time Job

Job Posting Title:Executive Assistant, Department of Psychiatry and Behavioral Sciences, Dell Medical School----Hiring Department:Department of Psychiatry----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 NotesThe Department of Psychiatry and Behavioral Sciences at Dell Medical School - UT Austin seeks highly qualified individuals to provide executive-level administrative support for the department's Research Program. This position will also provide programmatic support for the Child Trauma Research Network Hub and collaborate with Operations Team colleagues to support other critical department administrative functions.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 leadership and research support staff. 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: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 Associate Chair of Research and provide programmatic support to the Department of Psychiatry and Behavioral Sciences Research Program and Chair's Office at Dell Medical School. ResponsibilitiesManage a complex schedule for the Associate Chair of Research that will often require independent decision-making. Schedule appointments and meetings, coordinate resources and assemble appropriate reference and back-up material for all meetings.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.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.Coordinate travel arrangements and meeting schedules for the Associate Chair of Research, faculty recruits and hiring committees, participants in the Comprehensive Evaluations program, 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. Serve as back-up support for Department Chair calendaring and travel coordination as needed.Collaborate with Sr. Director and Faculty Affairs Coordinator with faculty recruitment activities.Support key research initiatives, including the Child Trauma Research Network Hub, by providing administrative support, budget development, background research and project management for new activities.Assist with the development of departmental quarterly newsletter, annual report, and website.Support the Department of Psychiatry and Behavioral Sciences leadership with other requests as needed, including collaboration with other assigned Administrative Operations team members to complete annual inventory cycle reports, space management, and research support staff onboarding.Other duties as assigned.Required QualificationsBachelor's degree and five (5) years of professional experience in a similar role including two years of experience at either the Administrative Associate or the Senior Administrative Associate level with a bachelor's degree. 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, 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 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$55,000+ depending on qualificationsWorking ConditionsMay work around standard office conditions. Repetitive use of a keyboard at a workstation. Other working conditions (optional): 2 flex days per week. Remote work will require reliable internet access and a suitable workspace free from distractions. Required 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 or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.