Senior Executive Assistant in Development

UTHealth Houston•Houston, TX

3d•Onsite

About The Position

UTHealth Houston is seeking a Senior Executive Assistant to join their Department of Development. This role will provide administrative assistance to the Assistant Vice President of Development and support initiatives for care providers, faculty, donors, and students. The position focuses on administrative functions while also managing program activities, serving as a resource for the entire Development department.

Requirements

Advanced working knowledge of standard Office software, such as Word, Excel, PowerPoint, and Outlook, is required.
Use of the university financial systems may be required.
High School diploma or equivalent required.
Seven (7) years of related work experience required.
Extensive experience with scheduling, maintaining calendars, and travel itineraries required.
Prior experience preparing meeting materials or general reports is required.
Employees must permanently reside and work in the State of Texas.

Nice To Haves

Bachelor’s degree preferred.
May substitute required experience with equivalent years of education beyond the minimum education requirement.

Responsibilities

Serving as primary administrative support to the Assistant Vice President of Development, including calendaring and assisting with creating documents and presentations.
Supporting the functions and activities of the Grateful Patient Program, including managing and coordinating meetings, providing administrative support, and partnering with the Grateful Patient Program Director in faculty engagement.
Supporting the functions and activities of the Major Gifts team of fundraising professionals, including donor engagement and stewardship support, and partnering with major gift officers in effective donor relationship management. This could include generating correspondence and providing administrative help.
Resolving general to complex inquiries and questions and responding to correspondence or telephone contacts in the Development Department within guidelines established by the supervisor.
Composing correspondence and memoranda, preparing graphs, tables, and manuscripts, speeches, and mass communications, and preparing reports and presentation materials. May assist with grant and contract materials.
Scheduling and maintaining calendars and travel itineraries; coordinating related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
Responsible for filing systems, accuracy, and compliance of files, records, and reports for the assigned area. Maintains a knowledge base of legal and regulatory requirements of files.
Receiving, classifying, reconciling, consolidating, and/or summarizing documents and information.
Compiling data from reports using required knowledge of departmental, project, and/or university policies and procedures.
Accountable for data entry and accurate and timely submission of data for processing in the financial and/or human resources systems.
Coordinating meetings and gatherings, room assignments, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.
May approve and coordinate purchases of office supplies and equipment.
Screening calls and emails and receiving and directing visitors.
Retrieving information from departmental, university, and/or system levels and/or project records and producing reports with analysis.
Regularly handling the highest level of confidential information and sensitive issues.
Providing guidance and direction to lower-level staff.
May be expected to train entry-level, clerical staff. May lead support staff. Assists with interviewing, orientation, and scheduling of staff. Provides input on lower-staff performance evaluations.
Serving as a high-level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities, and operations.
May maintain or reconcile financial records/reports. FMS training with a passing score may be required. May have limited signature authority.
Advising on and may draft policy and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
Other duties as assigned.

Benefits

100% paid medical premiums for our full-time employees
Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equate 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)
Awesome retirement/pension plan
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