Job Information
UNIVERSITY OF TEXAS AT AUSTIN Executive Assistant, Division of Health Social Work, UT Health Austin, Dell Medical School in Austin, Texas
Executive Support: Provide comprehensive, executive-level administrative support to the Executive Director and Director, including calendar management, meeting scheduling, travel arrangements, and reimbursement processing. Maintain workflow and track deadlines. Responsible for day-to-day administrative operations and workflow of the Executive Directors office.Communication Coordination: Manage communications, including email and calendar accounts, screening calls and visitors, drafting correspondence, and collaborating on website updates. Maintain listservs and track Executive Director's correspondence.Meeting and Event Coordination: Schedule and coordinate meetings, create agendas and minutes, track action items, and manage event logistics, including travel arrangements and honorariums. Coordinate events hosted by the division as requested. Attend meetings as directed. Financial Management: Serve as processor for financial transactions, including ProCard charges, other purchases, and travel expenses. Provides support in the day-to-day tracking and processing of contracts, OOEFs, purchase orders, and invoices. Ensures accuracy and attention to detail in submissions and tracking. Processes payments promptly to meet deadlines and anticipate needs, while adhering to university policies.Faculty Affairs: Manages faculty affairs with the Executive Director and Director, including tracking appointments, evaluations, activity reports, promotions, and tenure. Facilitates Dell Med and Steve Hicks School of Social Work faculty appointments by distributing application directions, collecting dossier materials, drafting appointment memos, and submitting completed dossiers.Administrative Collaboration: Maintain contact and liaise with other executive administrative staff, departments, and healthcare providers. Oversee office spaces, and manage mail and packages. Assist with projects and events, support department leadership, and support routine office needs. Ensure compliance with university policies.Grand Rounds Coordination: Manage Health Social Work Grand Rounds logistics, including planning committee communications, meeting CEU application deadlines in a timely manner, invitations and scheduling, presentation materials, speaker travel arrangements, room reservations, catering, honorariums, and travel reimbursements. Track attendees, submit post-event evaluations, and generate certificates.Other duties as assigned.
