Executive Assistant, Office of Academic Affairs (Onsite)

University of Texas Medical Branch (UTMB)•Galveston, TX

8d•$57,800•Onsite

About The Position

Provides a broad range of administrative services to support the Executive Dean and the operational needs of the Vice Dean for Academic Affairs (VDAA) office in the John Sealy School of Medicine (JSSOM). This position primarily supports the Executive Dean and may provide support to additional Academic Affairs leadership, as needed, while also assisting with broader administrative functions across Academic Affairs.

Requirements

Bachelor’s degree or equivalent and a minimum of five years of experience working in a demanding executive environment.
Creates, edits and produces professional communications, which require proficiency in Microsoft Office Suite, including Word, PowerPoint and Excel
Demonstrates proficiency in PeopleSoft systems
Exhibits a willingness and aptitude for learning new computer software and other specified administrative systems, as required, to support the goals of the organization

Nice To Haves

Bachelor’s degree preferred

Responsibilities

Serves as the primary point of contact for the Executive Dean and represents Academic Affairs in a positive and professional manner
Provides direct administrative support to the Executive Dean and additional Academic Affairs leadership, as assigned
Manages complex calendars, scheduling, and meeting coordination, ensuring appropriate prioritization of executive time
Prepares leadership for meetings by organizing agendas, materials, and briefing information
Plans, coordinates, and facilitates meetings and events, including logistics, communications, and follow-up
Manages travel arrangements, reimbursements, and related documentation
Triages communications (phone, email, correspondence) and responds or escalates as appropriate
Develops, edits, and prepares reports, presentations, and executive-level communications
Handles sensitive and confidential information with discretion and sound judgment
Manages multiple competing priorities with minimal direction in a fast-paced environment
Supports day-to-day administrative operations of the VDAA office, including ordering supplies, processing invoices and coordinating special projects
Provides administrative support across Academic Affairs to ensure continuity of operations, as needed
Works collaboratively with Academic Affairs leadership and staff to support operational needs
Coordinates activities across leadership offices to support alignment and efficiency
Serves as a professional representative of the Executive Dean and the VDAA office in interactions across campus and with external stakeholders
Communicates effectively with internal and external partners, maintaining a high level of professionalism, discretion, and responsiveness
Applies institutional policies and procedures in support of administrative and operational functions
Models exemplary customer service both within and outside the organization
Interacts routinely with other UTMB executives and their staffs, departmental chairs, administrators, direct reports and the general employee population, exhibiting the highest level of responsiveness and customer service
Interfaces with external customers, such as UT System and governmental officials, community members, patients, family members, vendors and others, exhibiting the highest level of responsiveness and customer service
Creates, edits and produces professional communications, which require proficiency in Microsoft Office Suite, including Word, PowerPoint and Excel
Demonstrates proficiency in PeopleSoft systems
Exhibits a willingness and aptitude for learning new computer software and other specified administrative systems, as required, to support the goals of the organization