UT Health Executive Assistant in United States

Requisition Number

172269

Job Category

Administrative

Job Title

Executive Assistant

Status

Full-Time

# Hours Per Week

40

Shift/Work Schedule

M - F, 8 AM to 5 PM

School/Unit

McGovern Medical School

Department

Internal Medicine, Cardiology

Job Location

Texas Medical Center

Job Summary

Where Creating the Best Hope For a Healthier Future Begins...

POSITION SUMMARY:

Provides administrative support to executive level leadership under general supervision. Performs work that is varied and generally administrative and/or project oriented with analysis. Work regularly requires use of initiative, discretion and independent judgment. This position may perform some secretarial support. Additional guidance may be provided with a detailed position description.

Additional Summary Specific to Job

  1. Resolves general to complex inquiries and questions and responds to correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.

  2. Composes correspondence and memoranda; prepares graphs, tables, manuscripts, speeches, mass communications, reports and presentation materials. May assist with grant and contracts materials.

  3. Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.

  4. Responsible for filing systems, accuracy and compliance of files, records and reports for assigned area. Maintains knowledge base of legal and regulatory requirements of files.

  5. Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.

  6. Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures.

  7. Accountable for data entry and accurate and timely submission of data for processing in the financial and/or human resources systems.

  8. Coordinates meetings and gatherings, room assignments, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.

  9. May approve and coordinate purchases of office supplies and equipment.

  10. Screens calls and emails and receives and directs visitors.

  11. Retrieves information from departmental, university and/or system levels and/or project records and produces reports with analysis.

  12. Regularly handles the highest level of confidential information and sensitive issues.

  13. Provides guidance and direction to lower level staff.

  14. Assists with interviewing, orientation and scheduling of staff. Provides input into lower staff performance evaluations.

  15. Serves as a high level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.

  16. May maintain or reconcile financial records/reports. FMS training with a passing score may be required. May have limited signature authority.

  17. Advises on and may draft policies 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.

Organizational Requirements

MINIMUM EDUCATION:

High School diploma or equivalent required. Bachelor's degree preferred.

MINIMUM EXPERIENCE:

Six(6) years related work experience required. Extensive experience with scheduling, maintaining calendars, and travel itineraries required. Prior experience preparing meeting materials or general reports required. May substitute required experience with equivalent years of education beyond the minimum education requirement.

Departmental Requirements/Preferences

Candidate will provide administrative support to executive level leadership and physicians under general supervision for the Department of Internal Medicine, Division of Cardiology. Performs work that is varied and generally administrative and/or project oriented with analysis. Work regularly requires use of initiative, discretion and independent judgment. This position may perform some secretarial support. This position will support the section of Interventional Cardiology and the Structural Heart Program and will work closely with the other administrative staff, research personnel and clinical staff. Composes correspondence and memoranda; prepares graphs, tables, manuscripts, speeches, mass communications, reports and presentation materials. May assist with grant and contracts 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 area. Maintains knowledge base of legal and regulatory requirements of files. Resolves general to complex inquiries and questions and responds to correspondence or telephone contacts in area of responsibility within guidelines established by supervisor. Manages the physician referral program and marketing program for the section and division to support program growth and development. Manages and assists in ongoing section projects to include financial and productivity evaluation, research projects and other initiatives

Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures. Receives, classifies, reconciles, consolidates, and/or summarizes documents and information

Accountable for data entry and accurate and timely submission of data for processing in the financial and/or human resources systems. May maintain and reconcile financial records and reports. Coordinates meetings and gatherings, room assignments, invites participants, and arranges refreshments and equipment as needed. Prepares and distributes meeting minutes. Serves as a high level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.

Other duties as assigned

Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.

Use of University financial systems may be required.

Excellent communication skills, verbal and written.

Salary Range

Commensurate with experience

This position works with Houston Independent School District (H.I.S.D.) students.

No

This position works with minors under the age of 18 years.

No

This position will be working in a laboratory or clinic

No

This position will use radiation sources

No

Pre Employment Conditions

Open to current UTHSC-H employees only?

No

Job Classification

regular

FLSA Status

Non-Exempt

Does this position accept online applications?

Yes

This is a grant funded position

No

Benefits Eligible

Yes

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