Executive Assistant - Audit Services

Executive Assistant - Audit Services

** Galveston, Texas, United States*
* Clerical & Administrative Support

UTMB Health

Requisition # 2603045

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* Minimum Qualifications:

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* Bachelor's degree or equivalent and a minimum of five years of experience working in a demanding executive environment.

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* Preferred Qualifications:

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* + Relevant experience in a healthcare or academic institution.

+ Bachelor's degree

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* Job Summary:

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* Serves as an extension of the vice president, providing a broad range of administrative services to support the goals of the department and the enterprise area, as well as the overall mission of the university.

** Job Duties** :

** Administrative Support:*
* + Serves as the first point of contact and represents the executive in a positive and highly professional manner.

+ Manages multiple, competing priorities and deadlines expeditiously and with considerable discretion and judgment.

+ Executes, with minimal direction, administrative duties at the highest level, including managing time-critical, sensitive, and/or confidential information.

+ Manages the executive's calendar and schedule, while preserving time in the calendar for strategic planning, as needed.

+ Prepares the executive for each day by presenting a calendar, gathering and organizing appropriate supporting materials and files for meetings and activities, and reviewing the information with the executive.

+ Plans, prepares, and oversees all aspects of meetings for the executive, including: invitations, meeting agenda, scheduling of guests, refreshments/food service, audiovisual support, etc.

+ Researches, assembles, and develops various presentations, projects, and reports for the executive.

+ Participates in budget planning and development activities.

+ Manages the vice president's travel schedule, arrangements, and reimbursement.

+ Procures equipment and supplies needed by the executive and staff

+ Initiates or drafts responses to various issues on behalf of the executive and proofreads all materials to ensure accuracy.

+ Triages phone calls, mail, email, and other communiques with executives, direct reports, and staff members at the direction of the vice president.

+ Manages routine administrative tasks for the vice president's office, as assigned. Examples may include: timekeeping, ordering supplies, processing invoices, filing reports, managing special projects, etc.

+ Interprets and executes rules, regulations, and policies, as applicable, and adheres to internal controls established by the department.

+ Works cooperatively and collaboratively with other executives and staff members to create a high-functioning team that sets and achieves goals.

** Customer Relations:*
* + Models exemplary customer service both within and outside the organization.

+ Interacts routinely with other UTMB executives and their staffs, departmental chairs, administrators, direct reports, and the general employee population, exhibiting the highest level of responsiveness and customer service.

+ Interfaces with external customers, such as UT System and governmental officials, community members, patients, family members, vendors, and others, exhibiting the highest level of responsiveness and customer service.

** Technical

Skills:

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* + Creates, edits, and produces professional communications, which require proficiency in Microsoft Office Suite, including Word, PowerPoint, and Excel.

+ Demonstrates proficiency in People Soft systems.

+ Exhibits a willingness and aptitude for learning new computer software and other specified administrative systems, as required, to support the goals of the organization.

** Marginal or Periodic

Job Functions:

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* + Works additional hours to ensure that deadlines are met and that the executive has a weekly prospective view of the upcoming week's deadlines.

+ May be required to accompany the vice president to meetings throughout the campus and coordinate visits to or tours of UTMB.

+ Performs related duties as required.

** Salary Range:*
* Actual salary commensurate with experience.

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* Work Schedule:

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* This position is partially remote; however, the individual must be readily available to travel to attend meetings and other work-related in-person activities as needed. Monday through Friday, 8 am to 5 pm, and also as needed on occasion.

** Equal Employment Opportunity*
* UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.

Compensation