Job Abstract

JOB SUMMARY

Directly supports and serves as an extension of the executive vice president, providing a broad range of highly responsible administrative services to guide the goals of the executive, the leadership team, the department and the enterprise area as well as the overall mission of the university.

ESSENTIAL JOB FUNCTIONS

EXECUTIVE SUPPORT

• Executes, with minimal direction, administrative duties at the highest level, including managing time-critical, sensitive and/or confidential information.
• Manages multiple, competing priorities and deadlines expediently and with considerable discretion and judgment.
• Anticipates executive’s needs and proactively facilitates appropriate people and other resources to address these needs.
• Manages the executive’s very busy 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.
• Exercises considerable discretion and judgment and handles highly sensitive and confidential information.
• 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.
• Manages the executive vice president’s travel schedule, arrangements and reimbursement.
• Serves as the first point of contact and represents the executive in a positive and highly professional manner.
• Triages phone calls, mail, email and other communiques with executives, direct reports and staff members as needed.
• Initiates or drafts responses to various issues on behalf of the executive and proofreads all materials to ensure accuracy.
• Participates in budget planning and development activities.
• Works cooperatively and collaboratively with other executives and staff members to create a high-functioning team that sets and achieves goals.
• Procures equipment and supplies needed by the executive and staff.
• Interprets and executes rules, regulations and policies, as applicable, and adheres to internal controls established by department.
• Manages routine administrative tasks for the executive vice president’s office, as assigned. Examples may include timekeeping, ordering supplies, processing invoices, filing reports, managing special projects, etc.

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 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 executive vice president to meetings throughout the campus and coordinate visits or tours of UTMB.
• Performs related duties as required.

EDUCATION & EXPERIENCE

Minimum Qualifications:

A minimum of seven years of experience working in a demanding executive environment.

Preferred Qualifications:

Bachelor’s degree preferred.