Executive Assistant

Job Posting Title:

Executive Assistant

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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:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

The Office of Information Technology at the Dell Medical School is looking for an Executive Assistant.

Purpose

The Dell Medical School Information Technology department seeks an Executive Assistant to join the IT Business Operations office {ITBO} in supporting the Chief Medical Informatics Officer and the Chief Data Officer in addition to providing key administrative support to the ITBO as we rapidly expand.  

Responsibilities

• Manages complex schedules with fluid reprioritizations that require independent decision-making. Schedules appointments and meetings, coordinates resources, and assembles appropriate reference and back-up material. With a high degree of initiative and judgement, organizes workflow to balance the needs of both chief executives, monitor email, and other communications and identifies key issues in real time as they occur throughout the day.   

• Performs high-level administrative duties like managing office projects, including creating, designing, and implementing processes and procedures using current technology. Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems, as necessary. Provides regular reporting on progress. Ensures the assigned work is delivered within scope and on schedule of a level of quality consistent with chief executives and ITBO manager’s expectations.   

• At the ITBO manager's direction, provide administrative assistance to the department and IT Controller as directed/needed. Occasionally schedules travel and aids IT Directors for high level recruitment and events.  Coordinates staff travel for conferences, training, and meetings. Develop itineraries, book flights, and plan for ground transportation, meeting facilities, and hotel reservations.  Arrange rooms for room reservations, catering, guest services, and other logistical details. Assist with the coordination of IT functions, and events, both on and off the DMS campus. Prepare agendas, take minutes, and provide materials for meetings or events. 

• Manages and process relevant event expenses and travel reimbursements or invoice/contract payments.  Adheres to all University policy and procedures, rules, and state regulations pertinent to this position's capacity. Remain knowledgeable about all related DMS and university-wide systems, regulations, policies, and procedures using relevant online and UT financial systems/software.

• Ensures all relevant IT and ITBO staff have training and resources upon onboarding. Provides Onboarding materials, SOPs, guides, hands-on training for specific programs or processes). Assists with the hiring of new IT staff and contractor positions/student workers; participates in the interview process, arranges interviews, and provides feedback to hiring group.

• Maintains a solutions-based work mindset. Participate in continuing education as directed by the ITBO manager.

• Other related duties as assigned.

Required Qualifications

Bachelor’s degree and 5 years of administrative work experience including 2 years at the Administrative Associate or Senior Administrative Associate level.  Knowledge/use of Microsoft Office Suite.   Demonstrated excellence in professional verbal and written communications, resourcefulness, and the ability to manage multiple streams of work simultaneously.  Outstanding organizational, prioritizing, and time-management skills.  Ability and willingness to work independently and as a team member.  Must be reliable and professional.