Executive Assistant - Hospital Administration

Executive Administrative Assistant

Serves as an extension of the vice president, providing a broad range of administrative services to support the goals of the department and the enterprise area as well as the overall mission of the university.

Required Education / Experience: Bachelor's degree or equivalent and a minimum of five years of experience working in a demanding executive environment.

Essential Job Functions:

Administrative Support:

• Serves as the first point of contact and represents the executive in a positive and highly professional manner.
• Manages multiple, competing priorities and deadlines expeditiously and with considerable discretion and judgment.
• Executes, with minimal direction, administrative duties at the highest level, including managing time-critical, sensitive and/or confidential information.
• Manages the executive's calendar and schedule, while preserving time in the calendar for strategic planning, as needed.
• Prepares the executive for each day by presenting a calendar, gathering and organizing appropriate supporting materials and files for meetings and activities, and reviewing the information with the executive.
• Plans, prepares and oversees all aspects of meetings for the executive, including: invitations, meeting agenda, scheduling of guests, refreshments/food service, audiovisual support, etc.
• Researches, assembles and develops various presentations, projects and reports for the executive.
• Participates in budget planning and development activities.
• Manages the vice president's travel schedule, arrangements and reimbursement.
• Procures equipment and supplies needed by the executive and staff
• Initiates or drafts responses to various issues on behalf of the executive and proofreads all materials to ensure accuracy.
• Triages phone calls, mail, email and other communiques with executives, direct reports and staff members at the direction of the vice president.
• Manages routine administrative tasks for the vice president's office, 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 executives and staff members to create a high-functioning team that sets and achieves goals.

Customer Relations:

• Models exemplary customer service both within and outside the organization.
• Interacts routinely with other UTMB executives and their staffs, departmental chairs, administrators, direct reports and the general employee population, exhibiting the highest level of responsiveness and customer service.
• Interfaces with external customers, such as UT System and governmental officials, community members, patients, family members, vendors and others, exhibiting the highest level of responsiveness and customer service

Technical Skills:

• Creates, edits and produces professional communications, which require proficiency in Microsoft Office Suite, including Word, PowerPoint and Excel.
• Demonstrates proficiency in PeopleSoft systems.
• Exhibits a willingness and aptitude for learning new computer software and other specified administrative systems, as required, to support the goals of the organization.

Marginal or Periodic Job Functions:

• Works additional hours to assure that deadlines are met and that the executive has a weekly prospective view of the upcoming week's deadlines.
• May be required to accompany the vice president to meetings throughout the campus and coordinate visits to or tours of UTMB.
• Performs related duties as required.

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.