Assistant to the Vice President/Dean

UT Health San Antonio•San Antonio, TX

11d

About The Position

Under general supervision, provides complex administrative support and project coordination for a Vice President. Utilizes detailed knowledge of the organization's operations, policies, procedures, and personnel to analyze problems, determine approaches, compile and analyze data, and prepare reports/recommendations.

Requirements

Ability to maintain confidentiality; possesses a high level of professionalism.
Detail oriented with meticulous planning and organizational skills while balancing multiple priorities.
Demonstrated ability to effectively communicate orally and in writing, to include writing and preparing memorandums, letters, and other official correspondence.
Knowledge of office management and administrative practices and procedures; proficiency in Microsoft Office applications.
Proven ability to work across departments, quickly establishing rapport with academic and administrative personnel.
EDUCATION: Bachelor's Degree degree in a related field is required.

Responsibilities

Plans, coordinates, and maintains the Vice President’s/Chief of Staff daily schedule; planning and scheduling meetings, teleconferences, and making travel arrangements.
Develops and composes correspondence, reports, and presentations as requested; maintaining confidentiality at all times.
Assists with complex custom reports and cross-functional initiatives that require project coordination (e.g., data collection and validation, project reporting.).
Manages departmental administrative budget to include billing and payment authorization for expenses, invoices and/or special events; coordinates charges across business units, tracks and accounts for executive travel and/or business expenses; participates in the annual budget planning process.
Coordinates the administrative workflow of the department; recommends new processes as needed.
May direct and delegate work processes and best practices to other administrative staff.
Oversee office operations, ensures equipment, materials, and space are used efficiently and effectively.
Maintains inventory of all office supplies and coordinates purchase orders.
Supports functions related to the recruitment of staff and ongoing administrative responsibilities required to onboard and support staff.
Manages the exit processes for staff who are leaving the institution and maintains all personnel files for the department per the retention schedule.
Performs all other duties as assigned.