Deputy Chief of Staff and Sr. Executive Assistant

The University of Texas Permian Basin welcomes applications for the position of Deputy Chief of Staff and Sr. Executive Assistant.

Salary Range

Commensurate with experience

Essential Functions

The Deputy Chief of Staff and Executive Assistant to the President manages the operational and administrative affairs of the Office of the President and provides executive-level support to the President through executive workflow coordination, research and analysis, briefing preparation, communication management, budget support, project coordination, event support, and confidential administrative leadership. This position supports the strategic direction of the University by coordinating presidential priorities, tracking executive action items, facilitating communication between the President and senior leadership, and supporting cross-functional initiatives as assigned.

The position serves as a trusted liaison between the President's Office, executive leadership, reporting divisions, campus stakeholders, UT System offices, and external partners. The role requires discretion, independent judgment, institutional awareness, and the ability to manage sensitive matters while maintaining a cooperative, collaborative, and service-oriented executive office environment.

1. Manage daily operations of the Office of the President, including executive calendaring, meeting planning, office workflow, operating procedures, communication routing, and follow-up on presidential action items.

2. Support the President and Chief of Staff in coordinating strategic initiatives, executive priorities, cabinet follow-up, and cross-divisional projects that advance the University's mission and goals.

3. Serve as a delegated liaison between the President's Office and executive leadership, reporting divisions, faculty, staff, students, UT System offices, and external partners, and represent the President's Office in meetings or project discussions as assigned.

4. Screen calls, visitors, requests, and sensitive inquiries; provide information and assistance; and determine appropriate routing and response in coordination with the President and executive leadership.

5. Coordinate incoming and outgoing communications by receiving, routing, drafting, reviewing, or responding to communications and determining the appropriate office, department, agency, or stakeholder for follow-up.

6. Research, prepare, compile, and analyze information related to budgets, proposals, status reports, student records, presentations, institutional reports, accreditation documentation, and UT System submissions.

7. Prepare briefing materials, meeting packets, summaries, talking points, and decision-support documents for the President.
8. Track project milestones, deadlines, decisions, and follow-up items for presidential initiatives and provide updates to the President, Chief of Staff, or executive leadership as directed.

9. Assist the President in oversight functions by reviewing, monitoring, and approving University personnel action forms and reviewing correspondence and documents prepared by other offices for the President's signature.

10. Manage and reconcile budgets under the control of the President's Office by maintaining records, verifying vouchers and receipts, processing requisitions, reviewing invoices, and supporting cost-effective resource use.

11. Coordinate events and functions hosted by the President's Office, including scheduling, agendas, programs, participants, guests, audiovisual support, event logistics, and last-minute modifications requiring independent judgment.

12. Facilitate official travel for the President and official visitors by arranging travel, drafting itineraries, coordinating campus visits, and preparing associated approval forms and expense reports.

13. Maintain confidential files, executive records, project documentation, budget records, invoices, approvals, and official office documentation in an organized and retrievable manner.

14. Provide leadership, guidance, and coordination to executive suite staff on office procedures, service standards, scheduling practices, record keeping, and customer-focused executive office operations.

15. Support training, onboarding, workflow continuity, and process improvement for President's Office administrative operations as assigned.

16. Maintain a cooperative, collaborative, confidential, and service-oriented work environment that reflects the standards of the Office of the President and the University.

17. Perform other related duties as assigned.

Required Qualifications

1. Bachelor's degree.

2. Six (6) years of experience in executive administrative support, executive office operations, business administration, project coordination, or related professional administrative work.

3. Experience supporting senior leadership, managing confidential information, coordinating complex schedules, preparing reports or briefing materials, and communicating with internal and external stakeholders.

Preferred Qualifications

1. Master's…