Executive Assistant, Division of Health Social Work, UT Health Austin, Dell Medical School

Job Posting Title:

Executive Assistant, Division of Health Social Work, UT Health Austin, Dell Medical School

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Hiring Department:

Dell Medical School

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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:

Mar 17, 2025

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

UT Health Austin, Dell Medical School's Division of Health Social Work is seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the Executive Director and Director. This role is essential for ensuring the efficient operation of the Executive Director’s office and facilitating effective communication and decision-making processes.

The Division of Health Social Work serves as a centralized hub for social workers and other integrated health providers, fostering an environment that empowers professionals to improve the health and enhance the well-being in partnership with patients, families, and communities. Through cutting-edge models and comprehensive services, the division creates tangible value within the healthcare ecosystem while championing whole-person care and interprofessional collaboration. Functioning as a formalized collaborative structure, the Division of Health Social Work unites interprofessional missions, cultivating synergies that drive impactful, patient-centric care.

Purpose

Provides executive-level administrative and logistical support to the Executive Director, the Director, and the expanding Division of Health Social Work. Independently responsible for complex administrative decisions on division matters. The ideal candidate must demonstrate a high degree of initiative, diplomacy, confidentiality, and sound judgment.

Responsibilities

• Executive Support: Provide comprehensive, executive-level administrative support to the Executive Director and Director, including calendar management, meeting scheduling, travel arrangements, and reimbursement processing. Maintain workflow and track deadlines. Responsible for day-to-day administrative operations and workflow of the Executive Director’s office.

• Communication Coordination: Manage communications, including email and calendar accounts, screening calls and visitors, drafting correspondence, and collaborating on website updates. Maintain listservs and track Executive Director's correspondence.

• Meeting and Event Coordination: Schedule and coordinate meetings, create agendas and minutes, track action items, and manage event logistics, including travel arrangements and honorariums. Coordinate events hosted by the division as requested. Attend meetings as directed.

• Financial Management: Serve as processor for financial transactions, including ProCard charges, other purchases, and travel expenses. Provides support in the day-to-day tracking and processing of contracts, OOEFs, purchase orders, and invoices. Ensures accuracy and attention to detail in submissions and tracking. Processes payments promptly to meet deadlines and anticipate needs, while adhering to university policies. Serves as ProCard holder, reconciling expenses in a timely and compliant manner.

• Faculty Affairs: Manages faculty affairs with the Executive Director and Director, including tracking appointments, evaluations, activity reports, promotions, and tenure. Facilitates Dell Med and Steve Hicks School of Social Work faculty appointments by distributing application directions, collecting dossier materials, drafting appointment memos, and submitting completed dossiers.

• Administrative Collaboration: Maintain contact and liaise with other executive administrative staff, departments, and healthcare providers. Oversee office spaces, and manage mail and packages. Assist with projects and events, support department leadership, and support routine office needs. Ensure compliance with university policies.

• Grand Rounds Coordination: Manage Health Social Work Grand Rounds logistics, including planning committee communications, meeting CEU application deadlines in a timely manner, invitations and scheduling, presentation materials, speaker travel arrangements, room reservations, catering, honorariums, and travel reimbursements. Track attendees, submit post-event evaluations, and generate certificates.

• Other duties as assigned.

Required Qualifications

A Bachelor's degree with at least five (5) years of experience in advanced administrative functions, or a High School Diploma/GED with nine (9) years of exp