Assistant to the Chair, Cardiovascular Medicine (Hybrid)

Administrative Assistant

Bachelor's degree or equivalent in related field years and 4 years related experience

Serves as an extension of the Chair in an academic department and has delegated authority to perform professional level programmatic or administrative functions. Provides a broad range of administrative services to support the goals of the chair, department and the overall mission of the institution.

Job Duties:

• Executes, with minimal direction, administrative duties, including managing time-critical, sensitive and/or confidential information.
• Manages the chair's calendar, schedule and travel needs, while preserving time on the calendar for strategic planning, as needed.
• Serves as staff and resource person. Acts as liaison with internal and external groups/offices/ constituents.
• Directs and coordinates daily operations of office and/or department.
• Manages administrative services which may include a percentage of time spent performing duties such as developing meeting agendas and taking meeting minutes, tracking, monitoring and following the progress of projects, typing/proofreading correspondence, preparing expenses reports, revising the Chair's schedule and calendar, and planning organizational events and meetings. Duties may also include facilitating faculty and staff recruitment including building itineraries, making travel accommodations, and escorting guests around campus.
• Helps coordinate department events, as directed, by securing space, equipment, food, preparing invitations, announcements, and agendas, making travel arrangements and reservations and assisting with the event when it occurs.
• Compiles, collects and prepares data, statistics and other information and materials for meetings, lectures, etc.
• Advises the Chair on policy, procedural and operational issues for the department and institution.
• Manages routine administrative tasks for the department, as assigned. Examples may include: timekeeping, ordering supplies, processing invoices, filing reports, managing special projects, etc.
• Interprets and executes rules, regulations and policies, as applicable, and adheres to internal controls established by department.
• Works cooperatively and collaboratively with other leaders and staff members to create a high-functioning team that sets and achieves goals.
• May participate in budget planning and development activities.
• Supports the department by performing all other duties as assigned by the chair.

Marginal or Periodic Functions:

• Works to ensure that deadlines are met and that the executive has a weekly and future looking prospective view of upcoming deadlines and requests.
• Performs related duties as assigned.

Equipment:

Standard office and classroom equipment.

Working Environment/Location of Position:

Standard office environment at UTMB's main campus or other location.

Salary Range:

(53,440.00 - 66,800.00) Commensurate with experience.

EQUAL EMPLOYMENT OPPORTUNITY:

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.