Executive Assistant - Provost Administration (Galveston)

Minimum Qualifications:
A minimum of five years of experience working in a demanding executive environment.

Job Summary:
Serves as an extension of the vice president, providing a broad range of administrative services to support the goals of the department and the enterprise area as well as the overall mission of the university.

Job Duties:
Administrative Support

• Serves as the first point of contact and represents the executive in a positive and highly professional manner. 
• Manages multiple, competing priorities and deadlines expeditiously and with considerable discretion and judgment. 
• Executes, with minimal direction, administrative duties at the highest level, including managing time-critical, sensitive and/or confidential information. 
• Manages the executive’s calendar and schedule, while preserving time in the calendar for strategic planning, as needed. 
• Prepares the executive for each day by presenting a calendar, gathering and organizing appropriate supporting materials and files for meetings and activities, and reviewing the information with the executive. 
• Plans, prepares and oversees all aspects of meetings for the executive, including: invitations, meeting agenda, scheduling of guests, refreshments/food service, audiovisual support, etc. 
• Researches, assembles and develops various presentations, projects and reports for the executive. 
• Participates in budget planning and development activities. 
• Manages the vice president’s travel schedule, arrangements and reimbursement. 
• Procures equipment and supplies needed by the executive and staff 
• Initiates or drafts responses to various issues on behalf of the executive and proofreads all materials to ensure accuracy. 
• Triages phone calls, mail, email and other communiques with executives, direct reports and staff members at the direction of the vice president. 
• Manages routine administrative tasks for the vice president’s office, as assigned. Examples may include: timekeeping, ordering supplies, processing invoices, filing reports, managing special projects, etc. 
• Interprets and executes rules, regulations and policies, as applicable, and adheres to internal controls established by department. 
• Works cooperatively and collaboratively with other executives and staff members to create a high-functioning team that sets and achieves goals. 

Customer Relations 

• Models exemplary customer service both within and outside the organization. 
• Interacts routinely with other UTMB executives and their staffs, departmental chairs, administrators, direct reports and the general employee population, exhibiting the highest level of responsiveness and customer service. 
• Interfaces with external customers, such as UT System and governmental officials, community members, patients, family members, vendors and others, exhibiting the highest level of responsiveness and customer service. 

Technical Skills 

• Creates, edits and produces professional communications, which require proficiency in Microsoft Office Suite, including Word, PowerPoint and Excel. 
• Demonstrates proficiency in PeopleSoft systems. 
• Exhibits a willingness and aptitude for learning new computer software and other specified administrative systems, as required, to support the goals of the organization. 

Marginal or Periodic Job Functions: 

• Works additional hours to assure that deadlines are met and that the executive has a weekly prospective view of the upcoming week's deadlines. 
• May be required to accompany the vice president to meetings throughout the campus and coordinate visits to or tours of UTMB. 
• Performs related duties as required. 

Preferred Qualifications:
Bachelor’s degree preferred

Salary Range:
Actual salary commensurate with experience.

Work Schedule:
Monday through Friday, 8am to 5pm and as needed on occasion.