Assistant to Executive Officer

Immediately

Salary commensurate with experience

40 hours weekly

External Relations, Communications and Advancement Services

A resume and letter of interest is required to apply. Candidates under final consideration will also be required to submit professional references, college degree information, and employment history to an online third-party vendor.

For more than 140 years, The University of Texas System has improved the lives of Texans - and people all over the world - through education, health care, and research. The System consists of nine academic institutions, five health institutions, and The University of Texas System Administration. The institutions of the UT System employ more than 116,000 faculty, health care professionals, researchers, support staff, and student workers.

The UT System Administration is primarily based in Austin, Texas. It supports the missions of the System's fourteen institutions by providing financial, legal, planning, purchasing, government relations, communications, development, and other central services. Serving a growing state, the UT System Administration strives to provide a welcoming, supportive work environment that embraces different perspectives - not only because it enables the organization to be stronger, creative, and thoughtful, but because it is the right thing to do. To that end, UT System Administration embraces state laws on military and former foster children employment preferences.

Provides administrative and operational support to the Office of External Relations, Communications and Advancement Services. Performs a wide range of administrative and support duties of a highly responsible and confidential nature.

• Manages an active calendar for the Vice Chancellor of External Relations by setting appointments, arranging meetings and logistics including all processes related to travel arrangements and reimbursements.
• Serves as front-line communicator to internal and external offices.
• Manages department budget-related activities, reconciling accounts and ensuring budgetary compliance. Prepares monthly budget reports for the Vice Chancellor on encumbrances, expenditures, and balances. Makes cost center recommendations to the Vice Chancellor.
• Works with Office of Contracts and Procurement and Office of General Counsel to ensure compliance with all operational and contractual requirements.
• Processes credit card transactions by gathering transaction logs and receipts and then entering pertinent information into database for further processing of payment.
• Processes mail and login of incoming correspondence.
• Purchase office supplies and equipment.
• Maintains IT equipment inventory by tracking new and existing equipment.
• Other duties as assigned.

• Strong verbal, written and interpersonal communications skills.
• Excellent administrative skills with a track record of working collaboratively with colleagues and proactively moving initiatives forward as a strong individual performer.
• Demonstrated ability and accomplishment in administrative functional areas.
• Excellent organizational skills.
• Ability to make sound decisions and use good professional judgment.
• Ability to maintain the confidentiality of sensitive information.

• High School diploma or GED and 10 years of administrative experience with increasing responsibility.
• Education beyond the required minimum may substitute for experience on a year for year basis (where 30 semester hours equals one year).

• College degree.

• May work around standard office conditions
• Uses standard office equipment
• Requires occasional evening or weekend hours
• Hybrid work environment (remote & office)

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

A background check will be conducted on candidates under final consideration. The background check may include any or all of the following: criminal history check, prior employment verification, education verification, professional references check, and motor vehicle records check. Background checks are conducted by third-party vendors. Upon request form the third-party vendor, candidates under final consideration must provide the required information for the background checks to be completed.

The University of Texas System Administration is a federal contractor committed to providing equal employment opportunity for all qualified applicants and employees in all terms and conditions of employment. U. T. System will provide equal employment opportunity to all qualified persons and will not discriminate on the basis of race, color, sex, sexual orientation, gender identity/expression, pregnancy, religion, national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by federal or state laws.

For information on accommodations for individuals with disabilities, please contact the Office of Talent and Innovation at oti@utsystem.edu.