Assistant to the Vice President/Dean

4 hours ago

San Antonio, Texas, United States UT Health Science Center at San Antonio Full time

Job Description

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.

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.

Qualifications

  • 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.

Required Skills

Five years (5) of related job experience is required.

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