Senior Executive Assistant in the Office of the PresidentLocation: Texas Medical Center-Houston, TexasCategory: Professional/ManagerialUTHealth Houston General AdministrationRequisition #: 240000TEUTHealth Houston is looking for a Senior Executive Assistant to help the staff in the Office of the President manage operations and provide support to our leadership team that runs the institution. This employee will provide administrative assistance to the highest levels of executive leadership under general supervision but must also be able to manage themselves and exhibit good decision-making. You will perform work that is varied and generally administrative and/or project-oriented with analysis. Work regularly requires the use of initiative, discretion, and independent judgment. This position may perform secretarial support, help organize events, coordinate reports, and provide critical backup and additional support to the department. You must be able to manage several active calendars efficiently and be involved in processes such as handling approvals and exceptions. You should possess excellent MS Office skills including using Excel and PowerPoint. Knowledge of our University's financial programs is a plus as well.This role will be on-site at our University Center Tower office on the seventeenth floor. There is a dress code and expectations around professional demeanor. You will need to be dependable, trustworthy, and discrete. You must be willing to help and assist at all levels, from working on sensitive and critical reports to simply making sure there is coffee in a meeting room. This is a great team to work with, and they support each other in every way. It is an exciting opportunity to help those who run UTHealth Houston and further your career.What we do here changes the world. UTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.Once you join us, you won't want to leave. It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.), plus:
100% paid medical premiums for our full-time employees
Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37-38 days per year)
The longer you stay, the more vacation you’ll accrue!
Longevity Pay (Monthly payments after two years of service)
Build your future with our awesome retirement/pension plan!
We take care of our employees! As a world-renowned institution, our employees’ well-being is important to us. We offer work/life services such as
Free financial and legal counseling
Free mental health counseling services
Gym membership discounts and access to wellness programs
Other employee discounts include entertainment, car rentals, cell phones, etc.
Resources for child and elder care
Plus, many more!
Position Key Accountabilities:
Resolves general to complex inquiries and questions and responds to correspondence or telephone contacts in the area of responsibility within guidelines established by the supervisor.
Composes correspondence and memoranda, prepares graphs, tables and manuscripts, speeches and mass communications, and prepares reports and presentation materials. May assist with grant and contract materials.
Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
Responsible for filing systems, accuracy, and compliance of files, records, and reports for assigned areas. Maintains knowledge base of legal and regulatory requirements of files.
Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.
Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures.
Accountable for data entry and accurate and timely submission of data for processing in the financial and/or human resources systems.
Coordinates meetings and gatherings, room assignments, invite participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.
May approve and coordinate purchases of office supplies and equipment.
Screens calls and emails and receives and directs visitors.
Retrieves information from departmental, university, and/or system levels and/or project records and produces reports with analysis.
Regularly handles the highest level of confidential information and sensitive issues.
Provides guidance and direction to lower-level staff.
May be expected to train entry-level clerical staff. May lead support staff. Assists with interviewing, orientation and scheduling of staff. Provides input into lower staff performance evaluations.
Serves as a high-level administrative liaison with others within and outside assigned areas regarding administrative issues with purchasing, personnel, facilities, and operations.
May maintain or reconcile financial records/reports. FMS training with a passing score may be required. May have limited signature authority.
Advises on and may draft policy and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls and may assist or make recommendations regarding complex or impactful decisions.
Other duties as assigned.
Certification/Skills:Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint, and Outlook is required.Use of University financial systems may be required.Minimum Education:High School diploma or equivalent required. Bachelor’s degree preferred.Minimum Experience:Seven (7) years of related work experience is required.Extensive experience with scheduling and maintaining calendars and travel itineraries is required.Prior experience preparing meeting materials or general reports required. May substitute required experience with equivalent years of education beyond the minimum education requirement.Physical Requirements:Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.Security Sensitive:This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215Residency Requirement:Employees must permanently reside and work in the State of Texas.If you are looking for a great healthcare career in Houston, visithttp://go.uth.edu/careers!University of Texas Health Science Center at Houston (UTHealth)Established in 1972 by The University of Texas System Board of Regents, The University of Texas Health Science Center at Houston (UTHealth) is Houston’s Health University and Texas’ resource for health care education, innovation, scientific discovery and excellence in patient care. The most comprehensive academic health center in the UT System and the U.S. Gulf Coast region, UTHealth Houston is home to schools of biomedical informatics, biomedical sciences, dentistry, nursing and public health and the John P. and Kathrine G. McGovern Medical School. UTHealth Houston includes The University of Texas Harris County Psychiatric Center, as well as the growing clinical practices UT Physicians, UT Dentists and UT Health Services. The university’s primary teaching hospitals are Memorial Hermann-Texas Medical Center, Children’s Memorial Hermann Hospital and Harris Health Lyndon B. Johnson Hospital.UTHealth BenefitsUTHealth Houston offers a comprehensive and competitive benefits package. For more information on our benefits programs please refer to the UTHealth Houston Office of Benefits Website.https://www.uth.edu/benefits/Equal Employment Opportunity StatementUTHealth Houston is committed to providing equal opportunity in all employment-related activities without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, gender identity or expression, veteran status or any other basis prohibited by law or university policy. Reasonable accommodation, based on disability or religious observances, will be considered in accordance with applicable law and UTHealth Houston policy. The University maintains affirmative action programs with respect to women, minorities, individuals with disabilities, and eligible veterans in accordance with applicable law.UTHealthHoustonhas adopted a policy consistent with CMS regulations to protect our patients and university community from exposure to COVID-19. This policy affects all employees, residents, fellows, students, contractors, new hires, visiting scholars program participants, adjunct faculty, and volunteers who work, train, or collaborate at the John S. Dunn Behavioral Science Center.In addition, all UTHealthHoustonemployees who are assigned to work at a location that is subject to the affiliated partner’s hospital, clinical offices, or agency are required to abide by UTHealth’sHoustonrules and regulations, as well as the affiliate’s rules and regulations, including COVID-19 vaccination and safety requirements.Work location is based on the needs of the department and may be adjusted.