Executive Assistant, McDonald Observatory

Job Posting Title:

Executive Assistant, McDonald Observatory

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Hiring Department:

McDonald Observatory

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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:

Immediately

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Position Duration:

Expected to Continue

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Location:

MCDONALD OBSERVATORY

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Job Details:

General Notes

This position is at the McDonald Observatory, 16 miles from Fort Davis, Texas (440 miles from the UT Austin campus). This position reports to the Superintendent and works closely with the Austin Business Office's associate director and staff.

The University of Texas at Austin provides an outstanding benefits package to staff, including: 

• Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%) 

• Vision, dental, life, and disability insurance options 

• Paid vacation, sick leave, and holidays 

• Teachers Retirement System of Texas (a defined benefit retirement plan) 

• Additional voluntary retirement programs: tax-sheltered annuity 403(b) and a deferred compensation program 457(b) 

• Flexible spending account options for medical and childcare expenses

• For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards 

Purpose

Provides administrative over-site and support to the McDonald Observatory Superintendent and the West Texas Management Team.

Responsibilities

• Executive Assistant for the Superintendent: Manages the Superintendent's meeting schedule and calendar. Prepares general facility correspondence on behalf of the Superintendent for West Texas McDonald Observatory staff and residents regarding relevant UT Austin information. Acts as liaison with university departments and offices in Austin for the Superintendent and other managers. Serves as the administrative contact for tenant facilities.

• Management: Acts as a member of the Superintendent's senior management team to ensure the smooth operation of an effective, efficient, and compliant facility. Collaborates with the Superintendent and other managers on Observatory matters. Attends senior staff meetings. Plans, coordinates, and schedules training programs and sessions for West Texas employees and managers. Assists with coordinating the interview and hiring processes. Works on special projects and reports as assigned by the Superintendent.

• Supervision of Support Staff: Supervises the administrative support staff in the Superintendent's office. Collaborates closely with the Austin Business Office to ensure best business practices and compliance with procurement, accounts receivable, accounts payable, human resources, payroll, inventory, and travel.

• Official Guests and Special Events Liaison: Serves as the main contact for official guests and special events in West Texas. Collaborates with the director's executive assistant and members relations for visiting VIPs and important guests at the McDonald Observatory. This involves drafting correspondence and organizing special events on behalf of the Superintendent and the director's executive assistant. Manages logistical planning for the July West Texas Board of Visitors meeting and works closely with the BOV coordination team.

• Astronomers Lodge (AL) Operations: Supervises the Astronomers Lodge Manager. Works with the Superintendent and AL Manager to oversee auxiliary operations at the AL. Includes assistance with budgeting, manpower planning, staffing, administration of the facility, and other business operations as needed.

• Performs other duties as required to meet standard office and business needs. May drive UT vehicle.

Required Qualifications 

• A minimum of five years clerical, including two years of experience either at the administrative associate or the senior administrative associate level with a bachelor's degree.

• A minimum of nine years of clerical experience, including two years of experience either at the administrative associate or the senior administrative associate level with with a High School Diploma or GED.

• Experience with calendar management, accounts payable/receivable, and budget management.

• Excellent computer literacy skills, including experience with office management