Executive Assistant for Director for Strategic Training and Academic Affairs (Hy
UTHealth Houston, Houston, TX, United States
UTHealth Houston is seeking an Executive Assistant to support the Director of Strategic Training and Academic Affairs. You will provide administrative support to executive-level leadership under general supervision. This position performs varied, generally administrative and/or project-oriented work with some analysis. Work regularly requires initiative, discretion, and independent judgment. This position will provide secretarial support, including note-taking and calendaring, for an executive.
This director needs someone on-site, generally 3 days a week, to perform administrative tasks and assist program participants who need support. They are working on an exciting project that is just starting to expand, and this represents a great opportunity to grow within the department, with plenty of advancement opportunities. There are many moving pieces because you will be working with several UTHealth Schools, primarily our Medical and Dental Schools, as well as offices such as Graduate Medical Education, Academic Affairs, International Affairs, Benefits, and others. You will be interacting with high-level executives at UTHealth Houston, residents, fellows, and students. You will accompany the Director to meetings and take minutes. You will also collaborate with Office of Global Health Initiative and Legal Affairs for international contacts across various countries. You will partly manage the Director’s calendar and work closely with them on several projects. This requires someone very focused, organized, and can self-manage their role. You will have mentors who could help with trainings. You will be the first hire for this new department, under the Office of Senior Vice President for Academic and Faculty Affairs, projected to grow across the health sciences center.
What we do here changes the world. UTHealth Houston is Texas’s 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 equate 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, we take our employees’ well-being seriously. 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, including 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.
Coordinates meetings and gatherings, room assignments, invites participants, and arranges refreshments and equipment as needed. Prepare and distribute meeting agendas and minutes.
Schedules and maintains calendars, travel itineraries, and official functions; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
Help the supervisor with the training and consulting program and academic affairs activities at UTHealth Schools. Composes correspondence and memoranda; prepares communications, reports, and presentation materials.
Works collaboratively with UTHealth programs/departments, invoices, collects and transfers revenue, and may help create annual budget projections. Serves as a liaison and maintains strong relationships within UTHealth Schools and partnering organizations.
Serves as a high-level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities, and operations. Assists with interviewing, orientation, and staff scheduling. Provides guidance, direction, and input into lower staff performance evaluations.
Accountable for data entry and accurate and timely submission of data for processing in the financial and/or human resources systems. May maintain or reconcile financial records/reports. FMS training with a passing score may be required. May have limited signature authority.
Regularly handles the highest level of confidential information and sensitive issues.
Advises on and may draft policies and processes as assigned by the supervisor. Is responsible for making 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 the university financial systems may be required.
Minimum Education: High School diploma or equivalent required. Bachelor’s degree preferred.
Minimum Experience: At least six (6) years of 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.
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 position is a security-sensitive position pursuant to Texas Education Code 51.215 and Texas Government Code 411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code 117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. 791.4.
Residency Requirement: Employees must permanently reside and work in the State of Texas.
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This director needs someone on-site, generally 3 days a week, to perform administrative tasks and assist program participants who need support. They are working on an exciting project that is just starting to expand, and this represents a great opportunity to grow within the department, with plenty of advancement opportunities. There are many moving pieces because you will be working with several UTHealth Schools, primarily our Medical and Dental Schools, as well as offices such as Graduate Medical Education, Academic Affairs, International Affairs, Benefits, and others. You will be interacting with high-level executives at UTHealth Houston, residents, fellows, and students. You will accompany the Director to meetings and take minutes. You will also collaborate with Office of Global Health Initiative and Legal Affairs for international contacts across various countries. You will partly manage the Director’s calendar and work closely with them on several projects. This requires someone very focused, organized, and can self-manage their role. You will have mentors who could help with trainings. You will be the first hire for this new department, under the Office of Senior Vice President for Academic and Faculty Affairs, projected to grow across the health sciences center.
What we do here changes the world. UTHealth Houston is Texas’s 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 equate 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, we take our employees’ well-being seriously. 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, including 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.
Coordinates meetings and gatherings, room assignments, invites participants, and arranges refreshments and equipment as needed. Prepare and distribute meeting agendas and minutes.
Schedules and maintains calendars, travel itineraries, and official functions; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
Help the supervisor with the training and consulting program and academic affairs activities at UTHealth Schools. Composes correspondence and memoranda; prepares communications, reports, and presentation materials.
Works collaboratively with UTHealth programs/departments, invoices, collects and transfers revenue, and may help create annual budget projections. Serves as a liaison and maintains strong relationships within UTHealth Schools and partnering organizations.
Serves as a high-level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities, and operations. Assists with interviewing, orientation, and staff scheduling. Provides guidance, direction, and input into lower staff performance evaluations.
Accountable for data entry and accurate and timely submission of data for processing in the financial and/or human resources systems. May maintain or reconcile financial records/reports. FMS training with a passing score may be required. May have limited signature authority.
Regularly handles the highest level of confidential information and sensitive issues.
Advises on and may draft policies and processes as assigned by the supervisor. Is responsible for making 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 the university financial systems may be required.
Minimum Education: High School diploma or equivalent required. Bachelor’s degree preferred.
Minimum Experience: At least six (6) years of 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.
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 position is a security-sensitive position pursuant to Texas Education Code 51.215 and Texas Government Code 411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code 117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. 791.4.
Residency Requirement: Employees must permanently reside and work in the State of Texas.
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