Executive Assistant, TCPCHD, UT Health Austin

Job Posting Title:

Executive Assistant, TCPCHD, UT Health Austin

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Hiring Department:

Department of Pediatrics

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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:

Apr 11, 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

The Texas Center for Pediatric and Congenital Heart Disease at the Dell Medical School in conjunction with Dell Children's Medical Center of Central Texas (DCMCCT) and UT Health Austin, is seeking an Executive Assistant.

Purpose

The Executive Assistant will provide programmatic, analytical and administrative management and support to the Texas Center for Pediatric and Congenital Heart Disease within the Dell Medical School Department of Surgery and Perioperative Care.

Responsibilities

• Serve as primary administrative assistant to multiple faculty members. Maintain personal calendars, clinic calendar and schedule all appointments, including related logistical details. Directly schedule meetings, including doodle poll/availability compilation. Serve as first point of contact for faculty members, visitors, and make arrangements for official guests.

• Coordinate travel, including confirming flight and car arrangements and processing reimbursements for faculty members, candidates and visitors. Submit and process all required UT documentation related to travel, reimbursements, and purchases using the university's, Dell Medical School's, and the department's existing processes and systems.

• Utilize existing UT procurement systems (UT Market, Pro Card, etc.) to order and process Department-related expenses. Clearly track submission and receipt of funds in real time to manage expenses.

• Compose and prepare relevant correspondence, reports, presentations, materials and notices, and assist with follow-up materials as requested. Maintain copies of documents for office files.

• Assist in the coordination of events and meetings, including getting quotes from caterers and event venues. Use online tools to track responses and attendance. Reserve meeting and event rooms.

• Manage relevant departmental faculty and staff onboarding and transition logistics (phone, IT, office setup, etc.). Manage hospital and medical group privileging and credentialing processes for physicians and other clinical providers in an organized, accurate and timely manner.

• Liaise with administrative and clinical partners within Dell Medical School, UT Austin, Dell Children's Hospital, and other community stakeholders. Primary responsibility is team-focused collaboration and flexible contribution within department-identified priorities. Related responsibilities may transition over time as specific unit needs grow or shift. Serve as primary point of back-up and coverage for the Pediatric and Congenital Heart Disease Program administrative team.

• Other duties as assigned.

Required Qualifications

Bachelor's Degree and three years of experience at the Administrative Assistant level, or high school graduation or GED, and seven years of administrative experience. Prior experience with financial reimbursement and/or purchasing systems. Experience tracking expenses, keeping organized records, and planning events. Experience with general office management and office procedures. Advanced proficiency in Microsoft Office. Demonstrated excellent analytical skills, problem solving ability, and critical thinking skills. Ability to multi-task, operate successfully under high-pressure situations. Ability to work efficiently, accurately, and flexibly in a fast-paced environment with minimal guidance. Excellent verbal and written communication skills with proven ability to effectively communicate with all levels of management and respond to faculty and staff tactfully, clearly, and concisely. Outstanding organizational and time-management skills. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal, or urgent situations.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Working knowledge of UT policies and procedures. Experience in hospital or clinic environment, including physician on-call schedule and various applications. Experience providing support at the University of Texas in an administrative office. Prior experience using UT Financial