Senior Executive Assistant

Title: Senior Executive Assistant

Employee Classification: Senior Executive Assistant

Campus: University of North Texas - Health Science Center

Division: HSC-Provost & Exec VP

Sub Division-Department: HSC-Office of the Provost

Department: HSC-Office of the Provost-300200

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 Provost is committed to promoting academic excellence at the University of North Texas Health Science Center. The Provost and Senior Vice President for Academic Affairs is the Health Science Center’s Chief Academic Officer. The senior executive assistant reports to the Senior Vice Provost in the Office of the Provost.

Position Overview

Provide executive administrative support to the Senior Vice Provost for Academic Affairs assisting with administration, operations, and finance and serves as a member of the leadership team within the Office of the Provost. This position will report directly to the Senior Vice Provost. This position serves as a senior administrative contact for the Senior Vice Provost. The incumbent will be responsible for a variety of duties required to maintain operational and office functions.

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.
• Demonstrate the 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.
• Ability to support cross-functional teams and collaborate effectively with stakeholders.
• Demonstrate project coordination and organizational management skills with the ability to track multiple initiatives, timelines, and deliverables.

Preferred Qualifications

• Experience coordinating complex projects, events, or cross-functional initiatives
• Project management certification or training (PMP, CAPM, Lean, Agile, or similar)

Job Duties

• Manage and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• Greet visitors and determine whether they should be given access to specific individuals.
• Facilitate special requests for executives and other duties as assigned. 
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution as well as prepare documents and manage records retention.
• Event planning and management: prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Organizes and monitors various Teams Channels, files, and organization. Project management for various projects, including strategic plan updates, and other Provost Office initiatives. 
• Process travel arrangements, documentation and reimbursement and data entry for contracts management.
• Complex calendaring, scheduling and travel on behalf of assigned executives while also serving as the gatekeeper for them to ensure appropriate time blocked for college administrative and leadership tasks.
• Attends various executive and leadership meetings, draft minutes, tracks projects, and sends reminders for key deadlines and due dates.
• Facilitate special requests. Other duties as assigned.

Physical Requirements

• Communicating with others to exchange information.
• Sedentary work that primarily involves sitting/standing.
• Repeating motions that may include the wrists, hands and/or fingers.

Environmental Hazards

• No adverse environmental conditions expected.

Work Schedule

Monday-Friday, 8:00am - 5:00pm

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. Please also include resume/cv, letter of interest reflecting position knowledge, skills, abilities and UNT Health values.

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, 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. UNT System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate. System Administration 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 a related investigation or proceeding.