Exective Assistant

University of Texas at Austin - Austin, TX 78712 (University of Texas area)
$70,000 a yearFull-time
Job Posting Title:
Exective Assistant

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Hiring Department:
Moody College of Communication

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Position Open To:
All Applicants

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Weekly Scheduled Hours:
40

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FLSA Status:
Exempt

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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:
Purpose

Help maximize the dean’s reach and impact through scheduling, meeting preparation, and relationship building.

Responsibilities

Strategically manage the dean’s calendar, evaluating situations effectively, prioritizing, and anticipating schedule conflicts while taking initiative to resolve them in a timely manner.

Ensure the preparedness of the Dean for daily meetings, events and trips, and work with others to ensure briefing materials are prepared appropriately and on time.

Manage multiple tasks, demands and scenarios simultaneously, assessing quickly and accurately their prioritization.

Develop professional relationships with sincerity and diplomacy to ensure trust, constancy, accountability, and clear lines of communication.

Represent the Dean’s office by working collaboratively with other Moody staff, partner institutions and members of the community.

Screen and respond to the Dean's phone calls as needed; handle highly confidential information with an appropriate level of discretion; maintain effective and proactive communication with faculty, staff, alumni, administrators, and students as required.

Assist and manage any variety of recurring or ad hoc special projects as directed by the Dean and the Assistant to the Dean.

Coordinate travel plans and itineraries for the Dean in a manner that promotes the best use of time and efficiency and minimizes potential travel issues. Process all accompanying approvals/vouchers.

Manage college contact lists and committees.

Other related functions as assigned.

Required Qualifications

Bachelor's degree with at least 5 years of clerical experience.

Relevant education and experience may be substituted as appropriate.

Salary Range

$70,000 + depending on qualifications

Working Conditions

Typical office environment with the possibility of Flexible Work Arrangement (FWA), or hybrid schedule.

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

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.
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