Executive Assistant to the Chair, Cardiovascular Medicine

The University of Texas Medical Branch; Galveston (TX); On-site; USD 53,000 - 67,000; Full time

Job summary

The University of Texas Medical Branch in Galveston, TX is seeking a Clerical & Administrative Support Regular to serve as an extension of the Chair of an academic department. The role provides a broad range of administrative services to support the chair, department and the institution's mission.

Responsibilities include managing the chair's calendar and travel, coordinating events, preparing data for meetings, and advising on policy and operations as needed.

Qualifications

• Bachelor’s degree or equivalent in related field years and 4 years related experience.

Responsibilities

• Executes, with minimal direction, administrative duties, including managing time-critical, sensitive and/or confidential information.
• Manages the chair’s calendar, schedule and travel needs, while preserving time on the calendar for strategic planning, as needed.
• Serves as staff and resource person. Acts as liaison with internal and external groups/offices/ constituents.
• Directs and coordinates daily operations of office and/or department.
• Manages administrative services which may include a percentage of time spent performing duties such as developing meeting agendas and taking meeting minutes, tracking, monitoring and following the progress of projects, typing/proofreading correspondence, preparing expenses reports, revising the Chair's schedule and calendar, and planning organizational events and meetings. Duties may also include facilitating faculty and staff recruitment including building itineraries, making travel accommodations, and escorting guests around campus.
• Helps coordinate department events, as directed, by securing space, equipment, food, preparing invitations, announcements, and agendas, making travel arrangements and reservations and assisting with the event when it occurs.
• Compiles, collects and prepares data, statistics and other information and materials for meetings, lectures, etc.
• Advises the Chair on policy, procedural and operational issues for the department and institution.
• Manages routine administrative tasks for the department, 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 leaders and staff members to create a high-functioning team that sets and achieves goals.
• May participate in budget planning and development activities.
• Supports the department by performing all other duties as assigned by the chair.

Education

Bachelor’s degree or equivalent in related field years and 4 years related experience

Job description

The University of Texas Medical Branch in Galveston, TX is seeking a Clerical & Administrative Support Regular to serve as an extension of the Chair of an academic department. The role provides a broad range of administrative services to support the chair, department and the institution's mission.

Responsibilities include managing the chair's calendar and travel, coordinating events, preparing data for meetings, and advising on policy and operations as needed.