Full Job Description
This position supports the President of UT Southwestern Medical Center, provides guidance to those who support the Vice President and Chief of Staff and the Director of the President’s Office, and works closely with the Executive Leadership team. The Executive Assistant to the President serves as an ambassador of both the President and UT Southwestern to internal and external constituents at the local, state, national, and international levels, which requires a high degree of professionalism, interpersonal skills, independent judgement, and maturity. The position also requires the ability to support and excel in a dynamic, fast-paced, and high-pressure environment. The ideal individual will have the ability to consistently exercise good judgement in a variety of situations; will have strong written and verbal communication, administrative and organizational skills; and the ability to maintain a realistic balance among multiple, often competing, priorities
Experience and Education
Associates degree or equivalent plus 10 or more years of administrative support at the senior executive level. Prefer experience in Academic Medicine.
Executes, with minimal direction, executive administrative duties at the highest level, using significant discretion and independent judgement to prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures and interruptions. Manages and accurately maintains a complex and extremely active, often-changing calendar of appointments in an efficient manner that maximizes the President’s productivity while being mindful of deadlines, confidentiality, priorities, and protocol. Determines priorities and makes decisions regarding the scheduling of daily and long-range meeting requests. Collaborates with the Vice President and Chief of Staff about scheduling priorities and dealing with potential calendar conflicts. Ensures that the President’s schedule is consistent with institutional priorities and is followed and respected. Provides backup phone and calendar support for the Vice President and Chief of Staff. Answers phones, provides direction on routing of calls, and greets visitors as an ambassador of the President and UT Southwestern. Exhibits professionalism in all communications with a diverse group of current and prospective contacts on behalf of the President. Provides accurate, complete, and detailed messages in a timely manner. Handles sensitive patient messages and conversations with compassion and a sense of urgency while exercising a high degree of judgement, discretion, and understanding of medical terminology or complex medical situations. Displays thorough understanding and application of HIPAA rules and guidelines. Determines appropriate course of action, referral, or response. Supports patient advocacy by communicating on behalf of the President directly with the Patient Assistance Office and the Special Assistance Office to ensure that patients have access to appropriate information and resources and that patient complaints are resolved confidentially and appropriately. Creates and assigns work schedules for the President’s Office administrative support staff. Oversees delegation of tasks among President’s Office administrative assistants to ensure that all work is handled in a timely, efficient, and professional manner with keen attention to detail, including preparation of boardrooms for meetings ensuring that meeting materials and/or presentations are submitted and ready to distribute/project. Exercises a high degree of personal ownership over office activities to ensure quality work products are delivered and support activities are performed in an efficient and timely manner with minimal supervision. Determines the techniques used to create and maintain staff assignments and coordinates daily team meetings to ensure efficient operation of administrative support functions in the office, fostering a positive, high-performance, and collaborative environment. Meets with staff to identify and resolve issues. Plans, manages, and executes special projects including coordination of all logistics for high-level meetings of the Endowed Scholars External Advisory Committee from budget preparation to final payments. Compiles documents for President’s meetings including collection of documents from secure portals. In collaboration with the Vice President and Chief of Staff, provides all necessary arrangements and advance reading materials for each day to ensure President is fully prepared for all appointments. Develops and shares best practices to improve efficient and effective administrative operations. Provides a bridge for smooth communication between the President’s Office and internal departments, demonstrating leadership to maintain credibility, trust, and cooperation with Executive Leaders; oversees and facilitates flow of information among the areas that report directly to the President. Communicates directly and on behalf of the President to arrange donor-related meetings with the Development Office and to organize high-level legislative appointments with Government Relations; coordinates directly with UT System and Board of Regents Offices on all matters involving the President’s schedule. Demonstrates sound judgement in bringing information and issues to the attention of senior leadership and offers creative solutions. Interviews and recommends candidates for administrative staff positions within the department. Trains support staff to consistently apply and adhere to the rigorous standards of the office. Completes other duties as assigned.
Knowledge, Skills & Abilities
Work requires expert level written and verbal communication skills.
Work requires strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Work requires highly resourceful and committed team player with the ability to also be extremely effective independently.
Work requires proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responses.
Work requires flexibility and resiliency to deal with ambiguity and interruptions, and to handle stressful and difficult situations with composure.
Work requires strong command of the MS Office Suite, related technological experience and willingness to learn and utilize new technology as it develops.
Work requires the ability to meet deadlines in a fast-paced, quickly changing environment.
Work requires proficiency in the form and style of professional/business correspondence and knowledge of office management practices and scheduling protocols.
Familiarity with PeopleSoft, Raiser’s Edge, Infinite Conferencing, Skype for Business, and AP Style Guide as well as Institutional and UT System policies a plus.
Work is performed primarily in office area.
Any qualifications to be considered as equivalents in lieu of stated minimum require prior approval of Vice President for Human Resources Administration or his/her designee.
This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information
UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of: race; color; religion; national origin; sex; including sexual harassment; age; disability; genetic information; citizenship status; and protected veteran status. In addition, it is UT Southwestern policy to prohibit discrimination on the basis of sexual orientation, gender identity, or gender expression.