Executive Assistant, Psychiatry and Behavioral Sciences, Dell Medical School

Job Posting Title:

Executive Assistant, Psychiatry and Behavioral Sciences, Dell Medical School

Hiring Department:

Department of Psychiatry

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Exempt

Earliest Start Date:

Sep 11, 2024

Position Duration:

Expected to Continue Until Aug 31, 2025

Location:

AUSTIN, TX

Job Details:

General Notes

This is a grant funded position with an end date of 8/31/2025, renewable based upon availability of funding, work performance, and progress toward research goals.

The Director of Pediatric Psychology at Dell Medical School is seeking a dedicated and experienced Executive Assistant. This role is designed for a dynamic individual who will work closely with the Director of Pediatric Psychology and other executives to support the administration of pediatric psychology and behavioral health. The candidate should possess strong interpersonal skills with the ability to interact effectively with medical providers, ability to work independently with strong attention to detail, and effective written and oral communication skills.

Purpose

The Executive Assistant will provide administrative support for executives committed to elevating the awareness and impact of pediatric mental health through the Texas Child Mental Health Care Consortium programs and other related programs and initiatives aimed at improving mental health access and care for children and adolescents in central Texas.

Responsibilities

• Provide administrative support for the Director of Pediatric Psychology primarily and provide additional support to executive team members, as directed, to ensure the department's objectives are accomplished and that operations run efficiently.
• Prepare and coordinate the preparation of correspondence, forms, reports, presentation materials, and other written communications as required. Prepare, process, and edit financial or operational information, data, and documents, including materials necessary for meetings, special projects, and reports. Assist with preparation, scheduling, communications, and other aspects of meetings and training. Assemble appropriate reference, technical supports, and back-up materials for administrator and team.
• Schedule and coordinate meetings, conferences, special events, appointments, and travel arrangements.
• Attend meetings, keep records of all proceedings, and act as a custodian for all related documentation. Prepare and distribute subsequent correspondence, as needed, and follow up on action items to ensure completion. Participate in team meetings, trainings, and activities designed to develop program initiatives and drive continuous improvement.
• Prioritize, receive, and screen visitors, telephone calls, and external stakeholder communication.
• Assist with special projects.
• Perform other related duties as needed.
  
  
  

Required Qualifications

Bachelor's degree and at least five (5) years of experience with advanced administrative functions, particularly calendar management and other support directly for senior executives. Effective communicator with excellent oral, written, and interpersonal communication skills. Demonstrated problem-solving and critical thinking skills. A self-starter - ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Outstanding organizational and time-management skills. Highly detail-oriented. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations. High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, Visio, etc.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Prior healthcare setting experience, mental health preferred. Experience with electronic health records. Ability to anticipate needs and follow through with executives and leadership.

Salary Range

$60,000+ depending on qualifications

Working Conditions

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation
• Occasional weekend, overtime and evening work to meet deadlines
  
  
  

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.

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 contractor’s 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 university’s 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 most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.