Executive Assistant, TCPCHD, UT Health Austin

Job Posting Title:

----

Hiring Department:

----

Position Open To:

----

Weekly Scheduled Hours:

----

FLSA Status:

----

Earliest Start Date:

----

Position Duration:

----

Location:

----

Job Details:

The Texas Center for Pediatric and Congenital Heart Disease at the Dell Medical School in conjunction with Dell Children's Medical Center of Central Texas (DCMCCT) and UT Health Austin, is seeking an Executive Assistant.

The Executive Assistant will provide programmatic, analytical and administrative management and support to the Texas Center for Pediatric and Congenital Heart Disease within the Dell Medical School Department of Surgery and Perioperative Care.

• Serve as primary administrative assistant to multiple faculty members. Maintain personal calendars, clinic calendar and schedule all appointments, including related logistical details. Directly schedule meetings, including doodle poll/availability compilation. Serve as first point of contact for faculty members, visitors, and make arrangements for official guests.

• Coordinate travel, including confirming flight and car arrangements and processing reimbursements for faculty members, candidates and visitors. Submit and process all required UT documentation related to travel, reimbursements, and purchases using the university's, Dell Medical School's, and the department's existing processes and systems.

• Utilize existing UT procurement systems (UT Market, Pro Card, etc.) to order and process Department-related expenses. Clearly track submission and receipt of funds in real time to manage expenses.

• Compose and prepare relevant correspondence, reports, presentations, materials and notices, and assist with follow-up materials as requested. Maintain copies of documents for office files.

• Assist in the coordination of events and meetings, including getting quotes from caterers and event venues. Use online tools to track responses and attendance. Reserve meeting and event rooms.

• Manage relevant departmental faculty and staff onboarding and transition logistics (phone, IT, office setup, etc.). Manage hospital and medical group privileging and credentialing processes for physicians and other clinical providers in an organized, accurate and timely manner.

• Liaise with administrative and clinical partners within Dell Medical School, UT Austin, Dell Children's Hospital, and other community stakeholders. Primary responsibility is team-focused collaboration and flexible contribution within department-identified priorities. Related responsibilities may transition over time as specific unit needs grow or shift. Serve as primary point of back-up and coverage for the Pediatric and Congenital Heart Disease Program administrative team.

• Other duties as assigned.

Bachelor's Degree and three years of experience at the Administrative Assistant level, or high school graduation or GED, and seven years of administrative experience. Prior experience with financial reimbursement and/or purchasing systems. Experience tracking expenses, keeping organized records, and planning events. Experience with general office management and office procedures. Advanced proficiency in Microsoft Office. Demonstrated excellent analytical skills, problem solving ability, and critical thinking skills. Ability to multi-task, operate successfully under high-pressure situations. Ability to work efficiently, accurately, and flexibly in a fast-paced environment with minimal guidance. Excellent verbal and written communication skills with proven ability to effectively communicate with all levels of management and respond to faculty and staff tactfully, clearly, and concisely. 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.

Relevant education and experience may be substituted as appropriate.

Working knowledge of UT policies and procedures. Experience in hospital or clinic environment, including physician on-call schedule and various applications. Experience providing support at the University of Texas in an administrative office. Prior experience using UT Financial Systems such as Define, FRMS, PointPlus, and UT Market. More than required number of years of experience. Related experience in an academic healthcare setting. Start-up experience in any sector. Experience in health care delivery or biomedical research.

$55,000+ depending on qualifications

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Resume

• Letter of interest

• 3 work reference names (with contact information)

Important: Before submitting your online application, ensure thatALLrequired materials have been uploaded. Once submitted, you cannot make changes to your application.

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.