Required Application Materials
A single PDF or Word document containing a resume, letter of interest, and a list of three (3) professional references is required to apply.
Important Instructions:
When prompted to upload your “resume”, upload your combined documents as one file.
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Please do not upload documents to “Cover Letter” or “References”.
If the required application materials were not uploaded at the “resume” prompt, please withdraw your application, and re-apply to upload your combined documents as one file.
Job Summary
The Executive Assistant will provide professional and administrative support to the Vice President and department leaders. This position will act as a liaison with reporting departments, institutions, or other contacts and will coordinate communication and large projects within the department as assigned. The Executive Assistant will also perform a broad range of other duties in relation to the overall mission of the division.
Major Responsibilities/Duties/Critical Tasks
Performs a wide range of administrative and support duties of a highly responsible and confidential nature.
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Manage incoming office communications, including calls, appointments, correspondence, resolving or routing incoming requests as appropriate.
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Manage calendar and priority tasks for the Vice President.
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Provide support, including the generation of minutes, agenda, room set up, etc., for meetings held by the vice president.
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Provide office management for the Vice President and staff.
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Manage departmental budget-related activities including but not limited to processing purchase requisitions, payment vouchers, travel requests and reimbursements, reconciliations, and payroll processing, and ensure budgetary compliance.
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Approve all departmental electronic payments, travel and other documents as authorized by the Vice President.
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Research, draft, prepare, and review presentations, publications, correspondence, and speeches for assigned supervisor.
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Assist the Vice President with the budget and allocation process for: Student Services Fee, Recreational Facility Fee, Student Union Fee, and Medical Services Fee.
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Coordinate and provide communication for projects, initiatives and programs.
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Liaison with UTSHIP/AHP, to verify student eligibility for insurance coverage.
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Assist with division reports, publications, assessment and research and committee assignments for university committees.
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Help assure that the Office of the Vice President complies with all UT Tyler procedures, regulations, and rules.
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Ensure university policies including but not limited to the Manual of Policies and Procedures (MOPP), Handbook of Policies (HOP), university catalog and internal division procedures are updated according to university standards.
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Maintains division website, updates content on internal and external sites.
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Assist with the division talent training and development including in-services, compliance training and retreats.
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Oversee the recruiting and hiring of positions within the division including student workers for the VP’s office.
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Other duties as assigned.
Required Education/Experience
High School Diploma or GED equivalent.
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Five (5) years of administrative support, office management, or similar experience.
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May accept a combination of education and experience.
Preferred Education
Accompanying Knowledge, Skills, Abilities, and Competencies
High level of skills with Microsoft Suite.
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Excellent interpersonal communication, both in person and over the phone.
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Effective time management.
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Knowledge and experience with various information systems, hardware, and infrastructure.
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Experience leading teams effectively.
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Successful manager of change and transformation.
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Strong ability to multi-task and work with many interruptions.
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Ability to adapt to a changing environment.
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Critical thinking and analytical skills.
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Ethical.
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Ability to maintain confidential information.
About The University of Texas at Tyler and UT Tyler Health Science Center
The University of Texas at Tyler is part of the prestigious University of Texas System that includes 14 institutions located throughout the state. Founded in 1971, UT Tyler today enrolls 10,000 students and consists of six colleges.
Designated as an R2 research institution by the Carnegie Classification of Institutions of Higher Education, UT Tyler supports our surrounding region through innovation intended to uplift communities, spearhead sustainability initiatives, preserve ecosystems and support entrepreneurship. UT Tyler has the highest Carnegie classification in East Texas.
Providing exceptional patient care, comprehensive education and innovative research, The University of Texas at Tyler Health Science Center and UT Health East Texas combine to serve as the university medical center for Northeast Texas and beyond.
For more information, please visit https://www.uttyler.edu/about.
Additional Information
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.
This position is security-sensitive and subject to Texas Education Code Section 51.215, which authorizes the employer to obtain criminal history record information. Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.
For more information regarding benefits offered by UT Tyler, please visit https://www.uttyler.edu/offices/human-resources/employees/benefits.
EEO Statement
The University of Texas at Tyler is an Equal Employment Opportunity Employer.
