Executive Assistant

Job Posting Title: Executive Assistant

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Hiring Department:

Department of Computer Science

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

This position will support the university’s new School of Computing, which includes 3 strong departments and more than 6,500 students across all programs. This places UT among the most significant intellectual hubs for computer science, information, and statistics and data science research and education anywhere in the world. The School of Computing has a close relationship with Austin’s thriving tech culture and works at the forefront of fields such as artificial intelligence, robotics, quantum computing, and cybersecurity. The School of Computing is seeking an experienced Executive Assistant to provide support for the School’s senior leadership.

Purpose

The Executive Assistant provides high-level executive support to senior executives, exercising a high degree of initiative and judgment. This role involves managing calendars and schedules, coordinating meetings, handling correspondence, and performing various administrative tasks to ensure the executives’ efficiency and effectiveness. The Executive Assistant is a member of the School’s Finance and Administrative team and works closely with other administrative staff, department heads, and external stakeholders.

Responsibilities

• Calendar Management and Scheduling: Manage complex calendars and schedule and set up meetings for two busy executives, exercising both collaboration and independent good judgment to meet priorities and deadlines. Keep track of administrative and academic deadlines, sending reminders when appropriate. Work with other administrative staff to facilitate scheduling with leadership from other offices internal and external to UT.
• Communication Management: Handle incoming and outgoing communications, including emails and phone calls. Prepare routine, well-written correspondence for distribution and prepare correspondence on behalf of executives. Find, organize, and present information internal and external to the University to support decision-making and reporting in an efficient manner. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary. Act as liaison between the executive and other staff members as needed.
• Administrative Support: Assist executives with travel scheduling, purchasing, processing reimbursements, and related activities. Oversee the School reception area, offices, and spaces. Supervise student workers as needed. Function as part of the School administrative team. Contribute to a positive and productive workplace culture and promote collaboration and teamwork as part of the Finance and Administration team.
• Meeting and Project Coordination: Coordinate visits of guests invited by the School Leadership. Reserve meeting spaces, place catering orders, and ensure meeting setup in advance including any supplies and technology needs. Assist with School projects and events.
• Coordination with College and Departments: Liaise with the Dean’s Office in the College of Natural Sciences and the Office of External Affairs for various purposes, including Development efforts. Coordinate with the leadership and administration of the three departments within the School of Computing – Computer Science, Statistics and Data Science, and Information. Assist with public relations and outreach tasks.
• Other related functions as assigned.

Knowledge, Skills, Abilities needed for this role:

• Professionalism, discretion, and sound judgment.
• Demonstrated sound judgment in filtering and prioritizing information, meetings, and tasks.
• Ability to build and maintain effective relationships
• Highly detail oriented with outstanding organizational and time-management skills.
• Demonstrated ability to consistently meet goals, deadlines, and objectives.
• A self-starter with the ability to work efficiently and flexibly in a fast-paced environment with minimal guidance.
• Ability to draft clear and concise written communications, listen actively, and convey information accurately.
• Perceptive in reviewing work, following up on details, and noticing and correcting errors in documents and communications.
• Demonstrated ability to take initiative, identify issues and develop effective solutions.
• Thrives in a dynamic environment, managing multiple priorities while supporting team operations.
• Keeps track of multiple tasks and deadlines, ensuring nothing falls through the cracks.
• Ability to learn new technologies and systems quickly.

Required Qualifications

• Bachelor’s degree from an accredited university.
• At least 3 years of progressively advanced clerical or administrative experience, including two years of experience at either the Administrative Associate or the Senior Administrative Associate level.
• Excellent verbal and written communication skills with a demonstrated ability to effectively communicate with all levels of leadership and respond to faculty and staff tactfully, clearly, and concisely.
• Experience with scheduling and calendar management for executives.
• Demonstrated experience managing multiple projects and tasks, working effectively both independently and as part of a team.
• Proficiency in office productivity software (e.g., Microsoft 365, Google Suite).

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than 3 year(s) of experience in supportive administrative/clerical functions with more than 2 years supporting an executive.
• Related experience in an academic setting.
• Working knowledge of UT policies and procedures.
• Familiarity with UT systems including Workday and DEFINE.
• Advanced proficiency working across Microsoft and Google productivity tools.
• Demonstrated evidence of the stated knowledge, skills, and abilities needed for this role.

Salary Range

$70,000 + depending on qualifications

Working Conditions

• Typical office working conditions.

Required Materials

• Resume, Cover Letter, 3 references including one from a supervisor .
• Applications that do not include all required materials may not be considered.

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.