Executive Assistant - Hospital Administration

Executive Assistant - Hospital Administration

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

UTMB Health

Requisition # 2603739

** _REQUIRED

EDUCATION / EXPERIENCE:

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

** _

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.

** _

ESSENTIAL JOB FUNCTIONS:

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* ** _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 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_*
* + 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 assure 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.

** 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