Job Posting Title: Executive Assistant, Mulva Clinic for Neurosciences, Dell Medical School —- Hiring Department: Department of Neurology —- Position Open To: All Applicants —- Weekly Scheduled Hours: 40 —- FLSA Status: Exempt —- Earliest Start Date: Immediately —- Position Duration: Expected to Continue —- Location: UT MAIN CAMPUS —- Job Description: The Executive Assistant for the Mulva Clinic for the Neurosciences provides executive-level administrative support to the Mulva Director and Business Director, exercising a high degree of initiative, diplomacy, confidentiality, and judgment. —- Job Details: Responsibilities Manage the complex schedules and workflows for the Mulva Director and Business Director with fluid reprioritizations that will often require independent decision-making. Schedule appointments and meetings, coordinate resources and logistics, and assemble appropriate reference materials for meetings. Remain knowledgeable about the Mulva Clinics overall mission and relevant projects, and provide assistance with special projects as requested. Provide immediate daily logistical support, including coordinating meetings on short notice, organizing materials, greeting visitors, etc. Support the weekly Mulva Clinic Executive Committee Meetings. Create and distribute agendas, produce minutes, provide logistical support, and manage the Box folder. Assist the Mulva Director and Business Director with the preparations for the quarterly leadership meetings by scheduling the meeting, arranging reservations and catering, assembling printed materials, and all other necessary logistical details. Assist the Mulva clinical directors with any administrative needs relating to their clinical operations. Support the Cognitive Disorders and Psychiatry clinics by scheduling meetings, drafting meeting minutes, tracking action items, ordering supplies, and coordinating events as requested (managing logistical arrangements, space reservations, catering, and speaker arrangements). Support the monthly IPU clinical directors meeting. Assist with Mulva Clinic and Pediatric Neurosciences Program faculty and staff recruitment including scheduling interviews, collecting and processing applications and required forms, and collecting interviewer feedback on candidates. Develop itineraries for candidates, manage and process reimbursements, assist in the credentialing process, and other related items. Serve as point of contact for Mulva Clinic office management responsibilities by ordering supplies and equipment, managing the ProCard and reconciliation process, staying up to date about the university and Dell Med policies and procedures, leading office projects, including creating, designing and implementing processes and procedures utilizing current technology, and coordinating Mulva Clinic-wide meetings. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary. Other related functions as assigned. Required Qualifications Bachelors degree, with a minimum of five years of clerical experience, including two or more at the Administrative Associate or higher level. Demonstrated excellence in professional verbal and written communication. Demonstrated willingness to read, learn, and become expert in the frameworks of value-based health care. Equivalent combination of relevant education and experience may be substituted as appropriate. The Dell Medical School is especially interested in qualified candidates who can contribute to diversity and excellence within the learning health system. At the Dell Medical School we strive to create a vital, inclusive health ecosystem. To ensure alignment, we follow these fundamental values: Relevant education and experience may be substituted as appropriate. Salary Range $50,000 + depending on qualifications Working Conditions May work around standard office conditions. Repetitive use of a keyboard at a workstation. Use of manual dexterity. Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes. Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above —- Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. —- Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. —- Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. —- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. —- Equal Opportunity Employer: The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions. —- Pay Transparency: The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractors legal duty to furnish information. —- Employment Eligibility Verification: If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university. —- E-Verify: The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The universitys company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following: E-Verify Poster (English) [PDF] E-Verify Poster (Spanish) [PDF] Right To Work Poster (English) [PDF] Right To Work Poster (Spanish) [PDF] —- Compliance: Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the 2019 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.
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