University of Texas at Austin is hiring: Executive Assistant in Austin
University of Texas at Austin, Austin, TX, United States, 78719
Job Posting Title:
Executive Assistant
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Hiring Department:
Faculty Affairs
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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:
UT MAIN CAMPUS
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Job Details:
General Notes
The Office of the Executive Vice President and Provost seeks an Executive Assistant to join the Faculty Affairs team. The mission of the EVPP Faculty Affairs team is to recruit, retain, and support our extraordinary faculty community by building resources and programs that support career development, enhance instruction abilities, promote scholarship and research, and provide opportunities for mentorship and collaboration. The Executive Assistant will provide executive-level support for leadership in the Faculty Affairs portfolio.
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 contribute to operational excellence and enhance the student experience. If you're the type of person who 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 options
* Generous paid vacation, sick time, and holidays
* Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
* Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
* Flexible spending account options for medical and childcare expenses
* Robust free training access through LinkedIn Learning plus professional conference opportunities
* Tuition assistance
* Expansive employee discount program including athletic tickets
* Free access to UT Austin's libraries and museums with staff ID card
* Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card
For more details, please visit: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards .
Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.
Purpose
Program executive level support for SVP for Faculty Affairs, VP for Professional Track Faculty, VP for Faculty Development, and Assistant VP for Faculty Affairs.
Responsibilities
* Executive Administrative Support - Provide executive-level support for the Senior Vice Provost for Faculty Affairs, Vice Provost for Advocacy and Dispute Resolution, Vice Provost for Professional-Track Faculty, Vice Provost for Faculty Development, Assistant Vice Provost for Faculty Affairs, and Director of Faculty Affairs, including management of calendars and appointments (e.g., all meetings, business trips, conferences, teaching engagements, etc.). Screen and control the flow of incoming communications and visitors to the Senior Vice Provost's office and take appropriate action on messages, meeting requests, etc.
* Strategic Administrative Support - Provide administrative support for various strategic programs and goals of the Faculty Affairs team. Review and edit correspondence, maintain records, and communicate with stakeholders and central offices with a high level of accuracy and confidentiality, ensuring compliance and oversight with all governing policies. Document and maintain Faculty Affairs reports, meeting minutes, and electronic communications. Maintain office files, to include electronic files and physical paper files. Assist with other administrative matters as assigned.
* Event Coordination and Logistics - Provide event planning support for events organized by the Faculty Affairs portfolio. Coordinate with units across campus during planning, arranging and implementation of Faculty Affairs programs, events, and initiatives. Schedule Faculty Affairs programs, events, and meetings.
* Business Affairs and Financial Processing Support - Coordinate with the Business Affairs team to initiate and complete financial processes for Faculty Affairs programs and initiatives. Coordinate travel authorization and arrangements for Faculty Affairs team, submit invoices for payment, process official occasion expense requests, and assist with the submission of reimbursement requests.
* Perform other related functions as assigned.
Required Qualifications
* Bachelor's Degree and at least two years of clerical experience at either the Administrative Associate or the Senior Administrative Associate level.
* Experience providing executive-level support, including demonstrated experience managing complex calendar functions.
* Proficient with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
* Excellent organizational skills and attention to detail.
* Demonstrated ability to manage multiple concurrent tasks and respond effectively within assigned deadlines.
* Excellent written, oral/presentation, and interpersonal communication skills.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
* Five or more years of relevant experience.
* Experience with UT Austin systems, policies, and processes, including travel, purchasing, and payment policies.
* Experience with event planning.
* Demonstrated success in process improvement and implementation.
Salary Range
$80,000 + depending on qualifications
Working Conditions
* May work around standard office conditions.
* Repetitive use of a keyboard at a workstation.
* Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.
Work Shift
* Full-time in-person Monday through Friday
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.
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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) [PDF]
* E-Verify Poster (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.