Senior Executive Assistant - Office of the President

UTMB Health•Galveston, TX

About The Position

Provides executive-level administrative, research, and analytical support to the President, the President’s Chief of Staff, and the President’s team in carrying out the institution’s missions. Serves as a liaison between the President’s Office and the institution-at-large, including its committees and education, health care, and research staffs. Supports the office’s daily operations by collaborating with staff and providing leadership and guidance to other members of the executive suite. Promotes a cooperative, collaborative, customer-focused work environment and effective communication with the public and the organization. The role manages the President’s schedule and correspondence, coordinates travel and expense documentation, tracks requests and projects, and carries out high-level administrative duties with significant discretion and judgment. It also supports patient advocacy, office budgeting and expense tracking, inventory and compliance activities, committee administration, executive events and engagements, reporting, and administrative staff hiring. The position represents the President’s Office with integrity, confidentiality, professionalism, respect, and a commitment to serving others. The work schedule is Monday through Friday, 8 a.m. to 5 p.m., and as needed. Salary is commensurate with experience.

Requirements

Associate’s degree or equivalent.
Seven years of professional experience at the executive level.

Nice To Haves

Relevant UTMB or healthcare experience.

Responsibilities

Serve as liaison between the President’s Office, the Chief of Staff, the institution-at-large, committees, and education, health care, and research staffs.
Provide direct administrative support to the President, including calendar management, handling email, mail, and telephone contacts, planning travel, and completing expense reimbursement documentation.
Perform high-level administrative duties with minimal direction, using significant discretion and judgment.
Receive and track requests, communications, and projects for the President, provide progress updates, and conduct brief background research when needed.
Promote effective intra- and inter-office communication, ensure requests receive professional and effective responses, and help meet deadlines.
Support patient advocacy by coordinating with Patient Services to help patients access information and resources and to resolve complaints confidentially and appropriately.
Manage daily operations of the President’s Office and provide leadership and guidance to other members of the President’s team.
Assist with developing the President’s Office budget, track expenses, and fund expense usage reports for endowments controlled by the office.
Oversee compliance with the annual space survey, surplus inventory tracking, and Web Trax inventory; serve as inventory asset custodian.
Serve as liaison for communication and operations with areas that report directly to the President.
Plan, organize, and coordinate site visits, meetings, conferences, teleconferences, special events, speaking engagements, and other activities.
Assist top executives in establishing and attaining goals and objectives.
Coordinate and interact with executives and administrators or their associates in institutional, system, or governmental settings.
Prepare or direct the preparation of reports, graphs, and charts; respond to or initiate confidential or technical correspondence.
Maintain institutional committee membership lists, appointment letters, and charters, and ensure timely member selection and annual appointment letters.
Interview candidates for administrative staff positions within the department.
Represent the President’s Office with integrity, confidentiality, professionalism, respect, and a commitment to serving others.
Adhere to internal controls and reporting structures and perform related duties as required.