Executive Assistant (UTHP ADM Executive Admin)

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Job Summary:

Under general supervision, responsible for providing advanced administrative support for executive physician leader.

Job Duties:

• Coordinate and facilitate the executive's calendar to include scheduling meetings, arranging conferences, and assisting with the day-to-day activities of the executive.

• Screen and route incoming calls; resolve routine and complex issues as needed.

• Evaluate requests and inquiries to determine priority matters and alert the executive as appropriate.

• Compose correspondence and assist with preparing reports and presentations.

• Prepare and submit departmental requisitions, forms, reimbursements, and vouchers for vendors and staff.

• Order and maintain office supplies and other office equipment.

• Handle travel arrangements and itineraries for the executive, candidates, and visitors.

• Highly professional as the position requires significant internal and external contacts across all organizational levels.

• Assist in organizing and obtaining documents needed for meetings.

• Manage meeting logistics and take appropriate actions as needed to ensure successful outcomes.

• Organize and maintain confidential files and key documents for appropriate record keeping.

• Perform other duties as required or assigned.

Education:

• Bachelor's degree in related field is required.

Experience:

• Five (5) years of related office administrative or executive assistant experience is required. C-suite experience preferred.

Additional Licenses and Certifications:

• None.

Supervisory Requirements:

• None

Highly proficient in Microsoft Office Suite with advanced Word, Excel, PowerPoint, Teams, and Outlook skills. SharePoint experience a plus.

Knowledge of principles and practice of office management and organization.

Able to coordinate, perform, and complete multiple duties and assignments concurrently and on time.

Understanding of the administrative processes, workflow, and operating procedures required to support an executive.

Ability to use discretion and judgement when evaluating sensitive and confidential information.

Excellent verbal and written communication skills.

Experience in fostering group communication and team dynamics.

Ability to maintain a professional and effective working relationship with team members, other staff, physicians, executives, and external parties.

Benefits Overview

UT Health San Antonio offers an excellent benefits package for its employees. Employees who work at least 20 hours a week, with an appointment of at least 4.5 months, are eligible for benefits.

Medical- UT SELECT Medical insurance is offered free for employees and administered by Blue Cross and Blue Shield of Texas. Family members can be added to the plan through payroll deduction. Employees and their dependents can also receive discounted copays and coinsurance when using UT Health Physicians, a network of 800 premier physicians including more than 100 specialists.

Dental- Three dental insurance plan options are available for employees and their families through Delta Dental Insurance Company, two PPOs and one dental HMO plan. Both PPO plans allow employees to choose any licensed dentist.

Vision- Fully insured Vision Care benefits are offered by Superior Vision Services. Two vision plan options that offer either standard or enhanced vision benefits. Life Employees receive $40,000 of group term life insurance and $40,000 of basic accidental death and dismemberment insurance for free, with options to purchase additional employee and dependent coverage for both at group rates.

Retirement- Employees are eligible for either the Teacher Retirement System (TRS) or the Optional Retirement Plan (ORP). TRS is a defined benefit retirement plan which UT Health matches employee contributions. ORP is for eligible faculty staff employees. Voluntary retirement programs are also available to invest before- or after-tax dollars with the choice of five quality retirement plan providers.

Time Off- A generous leave program offers multiple paid leave options:

Front-loaded Paid Time Off: 128 to 208 hours (16 to 26 days) of Paid Time Off based on years of service, given at the start of each fiscal year. PTO may be prorated in year one based on date of hire.

Extended Illness Bank: 8 hours (1 day) accrued per month which can be used for illness or injury after one day of Paid Time Off is taken.

Paid Family Leave: Up to 240 hours (6 weeks) to care for a spouse, child, or parent after 6 months of consecutive employment.

Holidays: 12 set paid holidays each year plus three floating holidays, which can be used anytime during the fiscal year.

FSAs- Employees can enroll in flexible spending accounts (FSAs) to set aside money from earnings before taxes for qualifying dependent day care expenses or out-of-pocket health care expenses.

Discounts- Employees enjoy a range of discounts on services, tickets, and gym membership.

UT Health San Antonio is an equal employment opportunity and affirmative action employer. It is our policy to promote and ensure equal employment opportunity for all individuals without regard to race, color, religion, sex, gender identity, national origin, age, sexual orientation, disability, or veteran status.