Executive Assistant - Center for Health Promotion and Prevention Research

Location: Texas Medical Center-Houston, Texas

Hot

Category: Professional/Managerial

UTHealth Houston School of Public Health

Requisition #: 240001H9

What we do here changes the world. UTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.

We are seeking a Full-Time Executive Assistant to join the Center for Health Promotion and Prevention Research as part of the UTHealth School of Public Health in Houston, TX. The executive assistant is part of the administrative team at the Center for Health Promotion and Prevention Research (CHPPR), which collectively supports the leadership, faculty, and students and actively works toward cultivating a great culture. Being the direct support for the director and reporting to the assistant director of administration and operations, the successful candidate will be a collaborative, self-directed individual who demonstrates a solutions-oriented approach, anticipating and solving problems with the utmost discretion and professionalism to ensure the director’s day-to-day affairs are conducted smoothly. Acting as the first point of contact for access to the director, the executive assistant must have impeccable diplomacy and customer service skills to manage demanding priorities from varying constituencies, both internal and external. They must also have ongoing attention to detail and high-level oversight of shifting priorities to effectively manage the director’s time and resources.

Once you join us you won't want to leave . It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 100% paid medical premiums for our full-time employees

• Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37-38 days per year)

• The longer you stay, the more vacation you’ll accrue!

• Longevity Pay (Monthly payments after two years of service)

• Build your future with our awesome retirement/pension plan!

We take care of our employees! As a world-renowned institution, our employees’ wellbeing is important to us. We offer work/life services such as...

• Free financial and legal counseling

• Free mental health counseling services

• Gym membership discounts and access to wellness programs

• Other employee discounts including entertainment, car rentals, cell phones, etc.

• Resources for child and elder care

• Plus many more!

Position Summary:

Provides executive administrative support for a senior-level executive at the University. Performs advanced and confidential administrative support duties requiring broad experience, skill, and knowledge of organization policies and practices. This position requires the use of initiative, discretion, and independent judgment. This position will perform support with a high concentration on intensive calendar management and tracking tasks.

Position Key Accountabilities:

• Resolves general to complex inquiries and questions and responds to correspondence ortelephone contacts in areas of responsibility within guidelines established by the supervisor.

• Composes correspondence and memoranda; prepares graphs, tables, manuscripts, speeches,mass communications, reports, and presentation materials. May assist with grant and contractmaterials.

• Schedules and maintains calendars and travel itineraries; coordinates related arrangements incompliance with all University, governmental, and/or grant policies and guidelines.

• Responsible for filing systems, accuracy and compliance of files, records, and reports for assignedareas. Maintains knowledge base of legal and regulatory requirements of files.

• Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.

• Compiles data from reports using required knowledge of departmental, project, and/or universitypolicies and procedures.

• Accountable for data entry and accurate and timely submission of data for processing in thefinancial and/or human resources systems.

• Coordinates meetings and gatherings, room assignments, invites participants, and arrangesrefreshments and equipment as needed. May prepare and distribute meeting minutes.

• May approve and coordinate purchases of office supplies and equipment.

• Screens calls and emails and receives and directs visitors.

• Retrieves information from departmental, university and/or system levels and/or project recordsand produces reports with analysis.

• Regularly handles the highest level of confidential information and sensitive issues.

• Provides guidance and direction to lower level staff.

• Assists with interviewing, orientation and scheduling of staff. Provides input into lower staffperformance evaluations.

• Serves as a high-level administrative liaison with others within and outside assigned areasregarding administrative issues on purchasing, personnel, facilities and operations.

• May maintain or reconcile financial records/reports. FMS training with a passing score may berequired. May have limited signature authority.

• Advises on and may draft policies and processes as assigned by supervisor. Responsible formaking routine decisions and judgment calls, and may assist or make recommendations regardingcomplex or impactful decisions.

• Other duties as assigned.

Certification/Skills:

• Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required. Use of University financial systems may be required.

Minimum Education:

• High School diploma or equivalent required. Bachelor’s degree preferred.

Minimum Experience:

• Six (6) years related work experience required. Extensive experience with scheduling, maintaining calendars, and travel itineraries required. Prior experience preparing meeting materials or general reports required. May substitute required experience with equivalent years of education beyond the minimum education requirement.

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

Residency Requirement:

Employees must permanently reside and work in the State of Texas.

If you are looking for a great healthcare career in Houston, visithttp://go.uth.edu/careers!

University of Texas Health Science Center at Houston (UTHealth)

Established in 1972 by The University of Texas System Board of Regents, The University of Texas Health Science Center at Houston (UTHealth) is Houston’s Health University and Texas’ resource for health care education, innovation, scientific discovery and excellence in patient care. The most comprehensive academic health center in the UT System and the U.S. Gulf Coast region, UTHealth Houston is home to schools of biomedical informatics, biomedical sciences, dentistry, nursing and public health and the John P. and Kathrine G. McGovern Medical School. UTHealth Houston includes The University of Texas Harris County Psychiatric Center, as well as the growing clinical practices UT Physicians, UT Dentists and UT Health Services. The university’s primary teaching hospitals are Memorial Hermann-Texas Medical Center, Children’s Memorial Hermann Hospital and Harris Health Lyndon B. Johnson Hospital.

UTHealth Benefits

UTHealth Houston offers a comprehensive and competitive benefits package. For more information on our benefits programs please refer to the UTHealth Houston Office of Benefits Website.

https://www.uth.edu/benefits/

Equal Employment Opportunity Statement

UTHealth Houston is committed to providing equal opportunity in all employment-related activities without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, gender identity or expression, veteran status or any other basis prohibited by law or university policy. Reasonable accommodation, based on disability or religious observances, will be considered in accordance with applicable law and UTHealth Houston policy. The University maintains affirmative action programs with respect to women, minorities, individuals with disabilities, and eligible veterans in accordance with applicable law.

UTHealthHoustonhas adopted a policy consistent with CMS regulations to protect our patients and university community from exposure to COVID-19. This policy affects all employees, residents, fellows, students, contractors, new hires, visiting scholars program participants, adjunct faculty, and volunteers who work, train, or collaborate at the John S. Dunn Behavioral Science Center.

In addition, all UTHealthHouston​​​​​​​employees who are assigned to work at a location that is subject to the affiliated partner’s hospital, clinical offices, or agency are required to abide by UTHealth’sHoustonrules and regulations, as well as the affiliate’s rules and regulations, including COVID-19 vaccination and safety requirements.

Work location is based on the needs of the department and may be adjusted.