Executive Assistant

Job Posting Title:

Executive Assistant

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Hiring Department:

Department of Psychiatry

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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:

Jan 31, 2025

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Position Duration:

Expected to Continue Until Aug 31, 2025

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking an Executive Assistant. This position has an end date of 8/31/25, renewable based upon availability of funding, work performance, and progress toward goals.

The University of Texas, Dell Medical School (DMS), is a Health Research Institute (HRI) for the Texas Children’s Mental Health Care Consortium. The program and projects of the HRI aim to address urgent mental health challenges and improve the mental health care system in Texas for children, adolescents and their families. This position will provide administrative support for executives related to the Child Psychiatric Access Network (CPAN), Texas Child Health Access through Telemedicine (TCHATT) and other related projects for the Central Texas catchment area. These executives are driven to improve mental health access for children and adolescents in alignment with legislative, institutional, and program goals. CPAN provides one-on-one support to patient care providers that help treat behavioral health needs of families, guardians, and expectant mothers and provides access to mental health services. The TCHATT program provides telehealth services to children for brief mental health assessment and intervention.

The candidate should possess strong interpersonal skills with the ability to interact effectively with medical providers, scientists, administrators and other staff while working independently with strong attention to detail, and effective written and oral communication skills. The ideal candidate will also possess a high level of discretion and professionalism and will have experience handling confidential information. The candidate will also ensure that all activities adhere to TCMHCC, hospital, medical school policies, legal regulations, and professional standards.

This position will be assigned on-site, in-person, which will require that you work and live in central Texas. Limited remote work will require reliable internet access and a suitable workspace free from distractions.

Purpose

The Executive Assistant will provide high-level administrative and logistical support to the Director of Child and Adolescent Psychiatry and the Executive Director of Texas Child Mental Health Care Clinical Programs who are committed to elevating the awareness and impact of the Child Psychiatric Access Networks (CPAN), Texas Child Health Access through Telemedicine (TCHATT), and other related programs and initiatives aimed at improving mental health access and care for children and adolescents in central Texas. This position will play a critical role in managing the daily operations of the office of the Director, ensuring efficient time utilization and task completion and will require a high level of organizational skills, discretion, integrity, and the ability to work well under pressure.

Responsibilities

• Schedule Management: Maintain and organize the Director’s calendar with precision. Coordinate appointments, meetings, and events to optimize the Director's time. Handle scheduling conflicts with tact and diplomacy, ensuring a smooth flow of the day-to-day agenda.

• Communication: Serve as the primary point of contact for the Director, managing and directing emails, phone calls, and correspondence. This includes drafting and sending communications on behalf of the Director, as well as screening messages and calls to prioritize importance.

• Task Execution: Take charge of executing tasks assigned by the Director ranging from routine administrative duties to complex projects. This includes handling tasks with high levels of interpersonal to organizational complexities. Assist in the development and implementation of TCMHCC and divisional policies and procedures as needed.

• Meeting and Event Coordination: Organize and prepare for meetings, including setting up video/conference calls, preparing agendas, taking minutes, and preparing for catering, when indicated. Ensure all necessary materials are ready and available for the Director’s review in advance.