Executive Assistant

The University of Texas at Austin; Austin (TX); On-site; USD 63,000 - 95,000; Full time

Job summary

A leading university is seeking an Executive Assistant for the Bureau of Economic Geology to provide high-level administrative support. The role requires experience, professionalism, and excellent communication skills, aiding in operational phases and managing travel logistics. This full-time position is based at the J.J. Pickle Research Campus in Austin, Texas.

Qualifications

• 5 years of experience in senior administrative assistance.
• High proficiency with Microsoft 365 applications.
• Demonstrated excellent verbal and written communication skills.

Responsibilities

• Provide high-level administrative support to the Directorate.
• Manage logistics for workshops and special events.
• Coordinate all aspects of hires and assist with advertisements.

Skills

Communication

Decision Making

Attention to Detail

Education

Bachelor's degree or higher

Tools

Microsoft 365

Job description

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General Notes

The Deputy Director for energy related research, the Associate Director for environmental related research, and the Assistant Director for External Relations require administrative support from this position. This position is in-person at J.J. Pickle Research Campus in North Austin.

Job Posting Title:

Executive Assistant

Hiring Department:

Bureau of Economic Geology

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Exempt

Earliest Start Date:

Immediately

Position Duration:

Expected to Continue

Location:

PICKLE RESEARCH CAMPUS

Job Details:

General Notes

The Deputy Director for energy related research, the Associate Director for environmental related research, and the Assistant Director for External Relations require administrative support from this position. This position is in-person at J.J. Pickle Research Campus in North Austin.

Purpose

To assist the Deputy Director for energy related research, the Associate Director for environmental related research, and the Assistant Director for External Relations at the Bureau of Economic Geology in all phases of operations while maintaining a high level of professionalism, confidentiality, accuracy, and attention to detail. The hire for this position will work in tandem with the administrative team.

Responsibilities

• Provide high-level administrative support to the Directorate. Maintain calendars and schedule internal and external meetings. Draft, edit, proofread, and/or finalize executive-level correspondence, documents, and reports. Maintain files. Coordinate domestic and international travel. Process travel reimbursements.
• Manage logistics for workshops, seminars, tech talks, and special events. Provide onsite assistance for events as needed.
• Coordinate all aspects of hires for the research professional and technical tracks. Work closely with the department’s human resources team, directorate, and principal investigators in creating job postings. Assist with preparation and placement of advertisements in professional journals and web pages. Correspond with candidates, coordinate their travel, and process their travel reimbursements. Coordinate logistics for interviews and technical talks, including coordinating IT support. Complete Official Occasion Event Forms for candidate lunches. Disseminate surveys and compile results. Assist in drafting offer letters for proposed hires and coordinate with the department’s human resources team for submittal to the Director and Dean.
• Work with Principal Investigators, Accounting, and Contract and Grants staff on status of projects when the directorate has inquiries. Schedule monthly budget meeting.
• Provide administrative support for the principal investigator of the GeoH2 research project. Manage incoming email correspondence, contacts list, and access to the members’ webpage. Coordinate all logistics for the Technical Advisory Council meeting, workshops, and Industrial Associate (IA) meetings.
  
  
  

Required Qualifications

At least five years of senior administrative assistance experience, or the equivalent. Ability to work independently within a well-established administrative team. Ability to make sound decisions in stressful situations. Professional demeanor. Demonstrated excellent verbal and written communication skills with persons at all levels, exercising tact, diplomacy, and discretion. High proficiency with Microsoft 365 applications and tools, including Teams and other meeting platforms like Zoom.

Preferred Qualifications

Bachelor's degree or higher. Five or more years as a Senior Administrative Associate (or higher) at The University of Texas or equivalent university, with substantial experience in a setting relevant to the job functions described. Experience in a university setting. Strong working knowledge of UT or equivalent university policies and procedures. Experience coordinating domestic and international travel logistics and related services. Demonstrated familiarity with business protocol and correspondence. Proven ability to prioritize and multi-task while meeting critical deadlines on a daily basis in a fast-paced ever-adapting environment. Experience working with DEFINE and Workday. Experience using standard office equipment.

Salary Range

$63,000 + dependent on qualifications.

Working Conditions

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Lifting and moving.
• Occasional weekend, overtime, and evening work to meet deadlines.
  
  
  

Required Materials

• Resume/CV
• 3 work references with their contact information
• Letter of interest
  
  
  

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find Jobs. Before you apply though, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile. This information will be pulled in to your application. The application is one page and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials noted above.

Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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