Assistant to the Vice President for Research

Job Summary:

This position serves as the Assistant to the Vice President for Research at UT Health San Antonio. The Assistant to the VP is responsible for decisions requiring a high degree of confidentiality and the exercise of initiative and independent judgment. Under general supervision, provides complex administrative support and project coordination for Vice President. Utilizes detailed knowledge of the organization's operations, policies, procedures, and personnel to analyze problems, determine approaches, compile, and analyze data, and prepare reports/recommendations.

Job Duties:

1. Greets visitors, answers inquiries, and refers visitors to appropriate resources.
2. Answers incoming calls, routes calls to appropriate staff members, and/or takes accurate and detailed phone messages.
3. Schedules appointments and maintains complex calendaring for the Vice President for Research.
4. Arranges meetings, conferences, and workshops, prepares agendas, and takes minutes for those meetings.
5. Manages meeting logistics and takes appropriate actions as needed to ensure successful outcomes.
6. Works closely with Psychiatry department for scheduling related meetings and events.
7. Maintains confidential files, including formation and maintenance of files.
8. Routes letters appropriately for authorization.
9. Develops and edits PowerPoint decks for presentations.
10. Plans, coordinates, and maintains the Vice President’s daily schedule; planning and scheduling meetings, teleconferences, and making travel arrangements.
11. Develops and composes correspondence, reports, and presentations as requested, always maintaining confidentiality.
12. May direct and delegate work processes and best practices to other administrative staff.
13. Maintains inventory of all office supplies and coordinates purchase orders.
14. Supports functions related to the recruitment of staff and ongoing administrative responsibilities required to onboard and support staff.
15. Performs all other duties as assigned.

Knowledge, Skills, and Abilities

·       Ability to maintain confidentiality; possesses a high level of professionalism.

·       Detail oriented with meticulous planning and organizational skills while balancing multiple priorities.

·       Demonstrated ability to effectively communicate orally and in writing, to include writing and preparing memorandums, letters, and other official correspondence.

·       Knowledge of office management and administrative practices and procedures; proficiency in Microsoft Office applications.

·       Proven ability to work across departments, quickly establishing rapport with academic and administrative personnel.

Education:

Bachelor's degree in a related field is required.

Will accept experience in lieu of education.

Experience:

Five years (5) of executive administrative/support experience is required.