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Executive Assistant
University of Texas at Austin in Austin, Texas
 
 
Apply
 
Date Posted 11/26/2020
Category
Admin-Executive Assistants
Employment Type FullTime
Application Deadline Open until filled
 
 
 
 
 

Job Posting Title:

Executive Assistant

----

Hiring Department:

McDonald Observatory

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

Job Description:

Provides administrative support to the Director of the McDonald Observatory, having a large volume of decisions, highly complex in nature, while exercising a high degree of initiative, diplomacy, confidentiality, trust, and judgment.

----

Job Details:

General Notes:

Travel and attendance may be required for after hour events held in Austin and events held at McDonald Observatory, located 16 miles from Fort Davis, Texas (440 miles away from the UT Austin campus).

Responsibilities:

  • Performs a high level of administrative support for the Director. Oversees the Director’s office projects and reports using tasks lists and organizational skills, implementing processes and procedures for gathering and compiling information needed from internal and external personnel, and using current technology. Maintains accurate and professional correspondence logs, electronic and paper files, information databases, and other tracking systems as necessary. Prepares routine, well-written emails and correspondence for distribution. Drafts correspondence, periodic reports and data requested by or on behalf of the Director and the leadership team. Proofreads and edits documents, memos, reports, publications and correspondence, including correspondence prepared by other staff seeking Director’s signature.

  • Works in partnership with the Director and assists in maintaining internal and external relationships while keeping a broad organizational perspective. Anticipates the Director’s needs while providing oversight for the flow of executive communications, including monitoring calls, visitors, emails, and information requests. Plans and responds professionally and appropriately, including, re-directing requests to the appropriate party, planning for contingencies, and anticipating potential concerns.

  • Manages the Director’s schedule and calendar that may require reprioritizations and independent decision-making. Schedules appointments, meetings, and coordinate resources, if needed, including preparation and distribution of meeting materials. Arranges for all necessary meeting logistical details.

  • Arranges and coordinates travel for the Director and the Director’s invited visitors. Develops itineraries, assist with booking flights and cars, reserves meeting facilities, hotel arrangements, and other travel related functions. Manages and processes reimbursement documentation for the Director and Director’s visitors.

  • Coordinates functions and events on and off University campus. Organizes staff appreciation and donor events as requested. Supports the bi-annual Board of Visitors (BOV) meetings in coordination with the Astronomy staff for the winter meeting, and West Texas staff for the summer BOV meeting held at the Observatory. Responsibilities include assisting, as needed, with the planning and preparation of securing venues, facilities, and catering; developing invitations, promotional materials and booklets; assisting with the registration process and tracking attendance; coordinating staff and speaker travel arrangements; managing meeting agendas, minutes, and action items.

  • Collaborates with the Business Office staff, the membership relations and events planning coordinator, West Texas observatory staff, and Astronomy staff, to accomplish departmental goals. Acts as back-up to the development team for arranging VIP visits to McDonald Observatory. Monitors the Director's budget and funding commitments. Assists with special projects as needed. Provides information on observatory activities, resources, policies, and procedures to general public, staff members, and students.

  • Assists Director and search committees by coordinating the application and interview process for senior management positions and annual postdoctoral fellow search, including posting external job announcements, tracking application materials, preparing interview schedules, and coordinating travel, hotel and reimbursements. Coordinates the research title promotion process, in collaboration with the Business Office. Produces reports as requested.

  • Other related functions as assigned.

Required Qualifications:

Bachelor's degree with five years of experience performing complex administrative functions. Demonstrated high level of professionalism, dependability, and initiative. Advanced Microsoft Office skills, with an ability to become familiar with department-specific programs and software. Excellent oral and written communication skills, including composing and editing business correspondence. Highly detail-oriented with excellent time management and prioritization skills. Demonstrated ability to handle multiple tasks and projects simultaneously. Ability to work successfully with representatives from all levels within an organization. Ability to work in a fast-paced environment with tightly scheduled programs and constant deadlines.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications:

Three to five years of relevant work experience at the University of Texas at Austin including general knowledge of UT procedures and policies. Prior experience assisting an executive level position, including scheduling, calendaring, travel, and expense management. Experience working with and Adobe Products, UTBox, and Qualtrics. Experience with event planning, organization, and execution. Management or project management experience.

Salary Range

$60,000 + depending on qualifications

Working Conditions

  • Works around standard office conditions

  • Repetitive use of a keyboard at a workstation

  • Use of manual dexterity

  • Lifting, moving and pushing


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.

----

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.

----

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.

----

Background Checks:

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

----

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.

----

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.

----

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.

----

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

----

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 2019 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.



Job Posting Title:

Executive Assistant

----

Hiring Department:

McDonald Observatory

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

Job Description:

Provides administrative support to the Director of the McDonald Observatory, having a large volume of decisions, highly complex in nature, while exercising a high degree of initiative, diplomacy, confidentiality, trust, and judgment.

----

Job Details:

General Notes:

Travel and attendance may be required for after hour events held in Austin and events held at McDonald Observatory, located 16 miles from Fort Davis, Texas (440 miles away from the UT Austin campus).

Responsibilities:

  • Performs a high level of administrative support for the Director. Oversees the Director’s office projects and reports using tasks lists and organizational skills, implementing processes and procedures for gathering and compiling information needed from internal and external personnel, and using current technology. Maintains accurate and professional correspondence logs, electronic and paper files, information databases, and other tracking systems as necessary. Prepares routine, well-written emails and correspondence for distribution. Drafts correspondence, periodic reports and data requested by or on behalf of the Director and the leadership team. Proofreads and edits documents, memos, reports, publications and correspondence, including correspondence prepared by other staff seeking Director’s signature.

  • Works in partnership with the Director and assists in maintaining internal and external relationships while keeping a broad organizational perspective. Anticipates the Director’s needs while providing oversight for the flow of executive communications, including monitoring calls, visitors, emails, and information requests. Plans and responds professionally and appropriately, including, re-directing requests to the appropriate party, planning for contingencies, and anticipating potential concerns.

  • Manages the Director’s schedule and calendar that may require reprioritizations and independent decision-making. Schedules appointments, meetings, and coordinate resources, if needed, including preparation and distribution of meeting materials. Arranges for all necessary meeting logistical details.

  • Arranges and coordinates travel for the Director and the Director’s invited visitors. Develops itineraries, assist with booking flights and cars, reserves meeting facilities, hotel arrangements, and other travel related functions. Manages and processes reimbursement documentation for the Director and Director’s visitors.

  • Coordinates functions and events on and off University campus. Organizes staff appreciation and donor events as requested. Supports the bi-annual Board of Visitors (BOV) meetings in coordination with the Astronomy staff for the winter meeting, and West Texas staff for the summer BOV meeting held at the Observatory. Responsibilities include assisting, as needed, with the planning and preparation of securing venues, facilities, and catering; developing invitations, promotional materials and booklets; assisting with the registration process and tracking attendance; coordinating staff and speaker travel arrangements; managing meeting agendas, minutes, and action items.

  • Collaborates with the Business Office staff, the membership relations and events planning coordinator, West Texas observatory staff, and Astronomy staff, to accomplish departmental goals. Acts as back-up to the development team for arranging VIP visits to McDonald Observatory. Monitors the Director's budget and funding commitments. Assists with special projects as needed. Provides information on observatory activities, resources, policies, and procedures to general public, staff members, and students.

  • Assists Director and search committees by coordinating the application and interview process for senior management positions and annual postdoctoral fellow search, including posting external job announcements, tracking application materials, preparing interview schedules, and coordinating travel, hotel and reimbursements. Coordinates the research title promotion process, in collaboration with the Business Office. Produces reports as requested.

  • Other related functions as assigned.

Required Qualifications:

Bachelor's degree with five years of experience performing complex administrative functions. Demonstrated high level of professionalism, dependability, and initiative. Advanced Microsoft Office skills, with an ability to become familiar with department-specific programs and software. Excellent oral and written communication skills, including composing and editing business correspondence. Highly detail-oriented with excellent time management and prioritization skills. Demonstrated ability to handle multiple tasks and projects simultaneously. Ability to work successfully with representatives from all levels within an organization. Ability to work in a fast-paced environment with tightly scheduled programs and constant deadlines.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications:

Three to five years of relevant work experience at the University of Texas at Austin including general knowledge of UT procedures and policies. Prior experience assisting an executive level position, including scheduling, calendaring, travel, and expense management. Experience working with and Adobe Products, UTBox, and Qualtrics. Experience with event planning, organization, and execution. Management or project management experience.

Salary Range

$60,000 + depending on qualifications

Working Conditions

  • Works around standard office conditions

  • Repetitive use of a keyboard at a workstation

  • Use of manual dexterity

  • Lifting, moving and pushing


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.

----

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.

----

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.

----

Background Checks:

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

----

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.

----

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.

----

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.

----

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

----

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 2019 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.


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