Temporary Executive Assistant - Office of Information Technology - Dell Medical - (UTEMPS)

Job Posting Title:

Temporary Executive Assistant - Office of Information Technology - Dell Medical - (UTEMPS)

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Hiring Department:

UTemp Pool

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue Until Apr 04, 2025

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time.  Please no phone calls or emails. The projected end date for this temporary assignment is April 04, 2025.

Purpose

The Office of Information Technology at the Dell Medical School is looking for an Executive Assistant. The Office of Information Technology is rapidly expanding to meet the development needs.

Responsibilities

• Manage complex schedules with fluid reprioritizations that require independent decision-making. Schedule appointments and meetings, coordinate resources, and assemble appropriate reference and backup material. Arrange room reservations, catering, guest services, and other logistical details. - Assist with the coordination of IT functions, and events, both on and off the Dell Med campus. Provide immediate daily logistical support, including coordinating meetings on short notice, organizing materials, greeting visitors, etc. - With a high degree of initiative and judgment, organize workflow to balance between both chief executives, monitor calls, email, and other communications, and flag key issues in real-time as they occur throughout the day.

• At the direction of the IT Business Office Manager assist as an administrative back up to department and IT Controller as needed. (vacation coverage, special projects as assigned, or curated duties as assigned). - Prepare agendas, take minutes, and provide materials for meetings or events. - Coordinate travel arrangements. Develop itineraries, book flights, and make arrangements for ground transportation, meeting facilities, and hotel reservations. Manage and process relevant event and travel reimbursements. Remain knowledgeable about university regulations related to finance processes and professionally manage internal and external business affairs and IT-related relationships.

• Provide regular reporting on progress. Ensure assigned work is delivered within scope and on schedule and that quality levels are consistent with chief executives' expectations. Maintain a solutions-based work mindset. - Serve as backup to the IT Department Admin for vacation, sick time, and workflow continuity. Provide additional administrative assistance setting up events, arranging catering, greeting guests, and creating requests for POs, OOEFs and paying bills as needed for IT Senior Admin or Contract Administrator. - Serve as IT department backup ProCard holder purchasing equipment, memberships, and supplies.

• Ensuring SOPs and all UT/DMS policies and procedures for handling credit card funds are met consistently. - Produce reports, spreadsheets, and records as required by all mandated deadlines. - Adhere to all University policies and procedures, rules, and state regulations pertinent to the capacity of this position. Remain knowledgeable about all related Dell Med and university-wide systems, regulations, policies, and procedures using relevant online and UT financial systems/software.

• Ensure 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 the hiring group. Schedules travel related to out-of-state candidates and provides assistance to IT Directors for high-level recruitment and events. - Other related duties as assigned.

Required Qualifications

Bachelor's degree in a related field and 5 years of clerical experience including 2 years at either an administrative associate or the senior administrative associate level OR High School/GED 9 years of clerical experience including 2 years at either an administrative associate or the senior administrative associate level. Prior experience as an executive assistant at a UT institution. Demonstrated excellence in professional verbal and written communications, resourcefulness, and the ability to manage multiple streams of work simultaneously. Proficie