Senior Executive Assistant – Office of President (Galveston)…

Associates degree or equivalent and seven years of professional experience at the executive level.

Job Description:

To provide executive-level support, including research and analytical duties, to the President, the President’s Chief of Staff and the President’s team in carrying out the missions of the institution. Serves as a liaison between the President’s Office and the institution-at-large. Provides support in daily operations, by collaborating with and providing leadership and guidance to other staff members in the executive suite. Maintains and promotes a cooperative, collaborative, customer-focused work environment and effective communication between the Office of the President and members of the public and the organization as a whole.

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Salary Range

Actual salary commensurate with experience.

Specific Job Related Duties

• Serves as the liaison and interface between the the Senior Vice President & General Counsel and the institution-at-large, its committees, and the education, health care and research staffs.
• Provides direct administrative support to the Senior Vice President & General Counsel, and President’s Office by managing schedules/calendars; handling email, mail and telephone contact; planning travel; completing documentation for expense reimbursement; and other executive-level administrative support tasks.
• Executes, with minimal direction, administrative duties at the highest level, using significant discretion and judgment.
• Receives and tracks various requests, communications and projects for the Senior Vice President & General Counsel, and President’s Office and keeps the them informed about the progress and completion of these projects. May include conducting brief background research on organizations/constituents seeking interaction with the Institution.
• Promotes effective intra- and inter-office communication; ensures requests are responded to professionally and effectively and deadlines are met.
• Supports patient advocacy by communicating efficiently with the Patient Services division to ensure that patients have access to appropriate information and resources and that patient complaints are resolved confidentially and appropriately.
• Manages the daily operations of the Senior Vice President & General Counsel’s Office by collaborating and communicating effectively and providing leadership and guidance to other members of the team.
• Assists in ensuring compliance with annual space survey, surplus inventory tracking, web trax inventory, and serves as inventory asset custodian.
• Serves as the liaison for communication and operations with areas that report directly to the Senior Vice President & General Counsel.
• Plans, organizes, and coordinates administrative responsibilities, including site visits, meetings, conferences teleconferences, special events, speaking engagements and other activities.
• Assists top executives in establishing and attaining goals and objectives.
• Coordinates and interacts with other executives and administrators or their associates, within institutional, system, or governmental settings.
• Prepares or directs preparation of reports, graphs, and charts.
• Responds to or initiates correspondence of a confidential or technical nature.
• Assist in maintaining updated institutional committee membership lists, appointment letters, and charters and assures selection of members and completion of annual appointment letters in a timely manner.
• Interviews candidates for administrative staff positions within the department.
• Represents the Senior Vice President & General Counsel and the President’s Office with the highest level of integrity, confidentiality, professionalism and respect and a commitment to serving others.
• Adheres to internal controls and reporting structures.
• Performs related duties as required.

Work Schedule

Monday through Friday, 8am to 5pm.

Preferred Work Experience

UTMB senior or executive adminstrative experience highly desirable.

Equal Employment Opportunity
UTMB Health strives to provide equal opportunity employment without regard to race, color, national origin, sex, age, religion, disability, sexual orientation, gender identity or expression, genetic information or veteran status. As a VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.