Job Information
UNIVERSITY OF TEXAS AT AUSTIN Executive Assistant, Texas Center for Pediatric and Congenital Heart Disease, Dell Medical School in AUSTIN, Texas
Manage complex schedules for four pediatric congenital heart surgeons who also serve as faculty members of Dell Medical School, with fluid reprioritizations that will often require independent decision-making. Schedule appointments and meetings, coordinate resources and assemble appropriate reference and back-up material for all meetings. Provide back-up support to fellow Executive Assistants as needed.Provide oversight for flow of communication; monitor calls and e-mails in real time; ensure the fast-paced office environment is organized and that all critical areas are covered; plan for contingencies and anticipate potential problems. Liaise with administrative and clinical partners within Dell Medical School, UT Austin, Dell Childrens Hospital, Ascension Seton hospitals, Ascension Seton Executive Leadership, and other community stakeholders.Work collaboratively with other staff of the Department of Surgery and Perioperative Care, Dell Medical School and across the University of Texas at Austin campus to provide counsel on administrative matters or decisions affecting interdepartmental relationships. Coordinate travel arrangements faculty members, candidates, and other visitors. Develop itineraries, book flights, handle car service arrangements, reserve meeting facilities, hotel arrangements, and other necessary arrangements. Manage and process reimbursements. Manage office projects using tasks lists, including creating, designing, and implementing processes and procedures utilizing current technology. Identify and advance the use of tools and processes to help the division organize and provide continuous improvement for day-to-day operations, faculty and staff recruitment, events, and engagements. Manage the coordination and execution of high-level faculty and staff searches in partnership with external partners and internal collaborators. Coordinate functions and events on and off the University campus, including securing venues and associated coordination (e.g., catering, audiovisual support), developing invitations and promotional material, and tracking attendance. Assist with creating and managing organizational systems, onboarding materials, departmental policies, presentations, and other documents. Compose and prepare memos, correspondence, reports, meeting agendas, and notes. Assist with follow-up materials as requested. Maintain well-organized physical and electronic copies of documents for office files.Support key initiatives by providing background research and supporting project management for new activities. Other related functions as assigned.
