Title: Senior Executive Assistant

Employee Classification: Senior Executive Assistant

Campus: University of North Texas - Health Science Center

Division: HSC-HSC Admin

Sub Division-Department: HSC-HSC Admin

Department: HSC-Office of the President-300150

Job Location: Fort Worth

Salary: Commensurate with experience

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview:

Department Summary

The Office of the President is committed to promoting academic excellence at the University of North Texas Health Science Center. We offer advanced degrees through six schools that prepare our students to become successful, innovative health care leaders of tomorrow. Our diverse student body trains and practices across disciplines to keep patients at the center of our efforts in education, research and care. State-of-the-art facilities and opportunities to collaborate with internationally known faculty position our graduates for recruitment by the top health care organizations in the nation.

Position Overview

The Office of the President at the University of North Texas Health Science Center is seeking to hire an Administrative Specialist to join our team. This position will serve as the face, voice and personality of the UNT Health Science Center Office of the President. Also, this position is the gatekeeper for the president and executives within the presidents suite. Responsibilities of the position include but are not limited to: Enthusiastically greets and courteously directs internal and external guests. Answers multiple phone lines, triage inquiries as appropriate and maintains front office visibility throughout established work days and hours. Process travel. Prepare requisitions. Enter work orders/work requests for Office of the President staff. Order and maintain office executive kitchen supplies. Serve as Contract Liaison Manage/maintain office files and inventory. Complete forms in accordance with company procedures. Make copies of correspondence or other printed material. Operate electronic mail systems and coordinate the flow of information, internally or with other organizations. Compose, type, and distribute meeting notes, routine correspondence, or presentations. Open, read, route, and distribute incoming mail or other materials. Mail newsletters, promotional material, or other information.

Minimum Qualifications

Bachelor's degree and three (3) years of related experience; or any equivalent combination of education and experience.

Knowledge, Skills and Abilities

• Advanced MS Office skills
• Knowledge of accounting/budgeting procedures
• Demonstrated ability to effectively communicate verbally and in writing at an exemplary level
• Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others
• Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats
• Ability to conceptualize, plan and organize multiple programs and assignments effectively
• Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness
• Skill in developing and maintaining good working relationships
• Knowledge of policies, practices, procedures and terminology of assigned function

Preferred Qualifications

N/A

Required License/Registration/Certifications

N/A

Job Duties:

• Serves as internal and external liaison for the Office of the President to ensure a smooth, efficient, and appropriate flow of information. Screens and directs visitors, telephone callers, and correspondence appropriately.
• Prepare, coordinate and execute business processes for the Office of the President, to include: meeting and catering coordination, updates organizational charts, travel, purchasing, and office maintenance and management (manage and order inventory for supplies), maintenance work orders. Additionally, serves as Contract Liaison for Office of the President.
• Maintains schedule, prepares agendas, distributes or gathers information, provides meeting support as needed to support the Office of the President. 
• Provides consistent and proactive feedback to senior executive regarding status of projects and pending communications.
• Productive team member, participating in discussions, adding knowledge to the team, and following through on group assignments in a timely manner.
• Stays current with department, institutional and system procedures/guidelines and takes proactive steps when interpreting to insure compliance.
• Comprehensive and dedicated support to the senior executive, providing active management and oversight of all administrative support functions for the office. 
• Assists senior executive in the preparation and development of presentations, speeches, reports, and responses to official inquiries, independently composing and editing correspondence and reports when appropriate.
• Schedules, coordinates and maintains calendar for senior executive, arranges travel, lodging and conference registration for attendance at professional conferences and continuing professional education events.
• Provides consistent and proactive feedback to senior executive regarding status of projects and pending communications.
• Compiles, gathers and organizes reports, schedules, documents and correspondence. Maintains comprehensive and systematic electronic and hardcopy files for key information. 
• Continuously upgrades skills to meet changing requirements for position.

Physical Requirements:

• Communicating with others to exchange information.

Environmental Hazards:

• No adverse environmental conditions expected.

Work Schedule:

Monday - Friday, 8:00 a.m. - 5:00 p.m., occasional afterhours and weekends.

Driving University Vehicle:

No

Security Sensitive:

This is a Security Sensitive Position.

Special Instructions:

Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted. 

Benefits:

For information regarding our Benefits, click here.

EEO Statement:

The University of North Texas System is firmly committed to equal opportunity and does not permit -- and takes actions to prevent -- discrimination, harassment (including sexual violence, domestic violence, dating violence and stalking) and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, genetic information, or veteran status in its application, employment practices and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities, facilities and employment practices. The University of North Texas System promptly investigates complaints of discrimination, harassment and related retaliation and takes remedial action when appropriate. The University of North Texas System also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist or participate in an investigative proceeding or hearing.