Executive Assistant

Job Posting Title:

Executive Assistant

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Hiring Department:

Bureau of Economic Geology

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

PICKLE RESEARCH CAMPUS

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Job Details:

General Notes

This position is located at the J.J. Pickle Research Campus in North Austin.

Purpose

To assist the Director of the Bureau of Economic Geology, and the overall Bureau Directorate, 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 Director. Maintain and anticipate Director's complex calendar, coordinate her extensive travel, and receive her official visitors. Handle day-to-day administrative tasks and decisions, from basic to complex, and manage administrative aspects of the office. Draft, edit, proofread, and/or finalize executive-level correspondence and documents. Coordinate all aspects of the promotion and evaluation process. Review, coordinate approval, and maintain Official Occasion Expense Forms and Outside Employment Forms. Have deep knowledge about University processes and procedures. Schedule meetings, and plan/coordinate events related to this office, including award recognition ceremonies and the Bureau’s Annual Visiting Committee Meeting.
• Work closely with the Bureau’s External & Governmental Affairs leader and serve as Director's point of contact for internal and external communication with State and Federal Congressional and Agency staff, governor's office, and University representatives regarding legislative items involving operating budgets. Serve as liaison between other state geologists and the Director as needed in her role as State Geologist of Texas. Serve as liaison with the Executive Assistant in the Dean's office and senior administration at The University of Texas at Austin (UT), as well as other UT departments and high-level industrial and professional organizations and associations. Maintain relationships with executive assistants in professional associations, industry corporate suites, governments, and NGOs (non-governmental organizations), including the Bureau’s Visiting Committee membership.
• Anticipate and prepare drafts of the Director's Jackson School reports. Track and maintain Director's Endowed Chair expenditures and ensure compliance with reporting requirements for the Jackson School of Geosciences. Prepare annual draft letters to donors. Prepare draft responses to required faculty and endowed chair reviews. Maintain the Director's professional documents, making suggestions for necessary updates and/or revisions, including but not limited to CV, contacts and contact lists, email distribution lists, committee and association memberships, reports, and files. Consult with directorate on Bureau policy to ensure compliance with UT, federal, and state guidelines. Complete abundant ad hoc tasks as requested by the Director or required by this position. Work with associate directors, administrative team, and other Bureau employees as needed as related to this position.

Required Qualifications

Bachelor's degree or higher. At least five years of Senior Administrative Associate 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.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

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

$65,000 + depending on qualifications

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

• 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 the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. 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 UT Jobs. If you are a current University employee, 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 before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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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.

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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.

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Background Checks:

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

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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.

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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.

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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.

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

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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.