Executive Assistant

EXPIRED

Job Posting Title:

Executive Assistant

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Hiring Department:

Intercollegiate Athletics

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Position Open To:

All Applicants

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View Full Description

Job Posting Title:

Executive Assistant

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Hiring Department:

Apply Now

Intercollegiate Athletics

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Dec 26, 2023

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Additional hours may be required to include early mornings, evenings, weekends, and holidays. This job is not suitable for remote work and is expected to work regular on-site hours.  Some travel required.

Purpose

To provide administrative and operational support to Executive Sr. Associate AD/Chief of Staff/SWA. 

Responsibilities

• Manage/maintain daily calendar of Athletics Chief of Staff/Senior Woman Administration including regular meetings with Chief of Staff direct reports in student-athlete academics services, enrollment management/eligibility, compliance and sports medicine/performance/wellness. Assist in scheduling Chief of Staff meetings with 4EVER Texas student-athlete support staff (career/leadership/personal development). Manage/maintain Chief of Staff meetings schedule for NCAA/Conference/outside board or committee meetings. Schedule meetings and meeting details, communicate calendar changes to ensure participants are aware of location, time, directions, etc. Ensure proper access (directions, parking, etc.) to visitors to Chief of Staff for on campus/office meetings for those who need it.

• Manage daily and weekend meeting/events schedule and travel for Chief of Staff/SWA: travel modes, coordination of offsite and out of town meetings, etc. Manage related travel/hotel/expense reports. Arrange meetings as required. Attend executive staff/senior staff meetings and ensure proper arrangements are in place. Work with Chief of Staff and VP/Athletics Director to create agenda for and arrange meetings of Intercollegiate Athletics Council (advisory group to University president) and Faculty Athletics Representative. Keep minutes of Intercollegiate Athletics Council  meetings for review by Chief of Staff and eventual historic recording/forwarding to president’s office. Ensure follow-up actions are tracked.

• Work on projects related to executive staff/chief of staff athletics administration, including Denius Family University of Texas Athletics Hall of Fame updates. Assist with department events (Hall of Honor, graduation, etc.) with other student-athlete support service staff members

• Manage correspondence for Chief of Staff as required.

• Organize vendor billing for companies doing business with Texas Athletics and ensure proper authorization.

• May provide administrative support to other Senior or Executive staff, as assigned.

• Travel as needed to major athletics events to provide assistance and support to Chief of Staff. 

• Other related functions as assigned. Drive a UT or rental vehicle on or off campus.

• Consistently exemplify the core values and quality service standards of Texas Athletics. Always act ethically. Proactively seek guidance when unsure or unclear of a law, rule or policy applicable to you or your department/sport program. Actively participate in assigned education and training programs. Comply with all laws, policies, rules and regulations set forth by the Board of Regents of The University of Texas System, The University of Texas at Austin, NCAA, Conference, or other governing body, including state and federal laws. Annually obtain prior written approval and report all outside activities and outside income. Report knowledge of, or reasonable cause to believe, violation(s) of state or federal laws, policies, rules, or regulations of the University, Conference, or NCAA to IA ARMCS or IA HR. Fully cooperate with any investigation by providing complete and accurate information when requested to do so by Texas Athletics and/or the NCAA and do not influence others in any way during an investigation. In compliance with Title IX of the Education Amendments of 1972 and Texas Education Code Sec. 51.252, this position may be a Non-Confidential Employee as defined by University policies on Sex Discrimination, Sexual Harassment, Sexual Assault, Interpersonal Violence and Stalking.  As a Non-Confidential Employee, individuals employed in this position will report incidents of such prohibited conduct to the University’s Title IX Coordinator or Deputy Title IX Coordinator as required by applicable law or University policy. An employee who does not report an incident or who makes a false report is subject to termination and may be charged with a criminal offense (Class A or Class B misdemeanor). For more information about employee responsibilities under Title IX, including information about confidential employee reporting exceptions, please visit the Title IX website at http://titleix.utexas.edu.

Required Qualifications

Bachelor’s degree. Clerical or administrative experience, including a minimum of two years of experience at either the Administrative Associate or the Senior Administrative Associate level. Technical proficiency. Experience and current, working knowledge of MS Office applications.  Excellent communication and organizational skills.  Professional demeanor. Demonstrated ability to work independently or as part of a team.  Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Advanced experience with MS Outlook. Experience using Concur to process expense reports. Experience providing administrative support to a Director or Executive level position.   

Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing).

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.

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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.

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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.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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.

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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.

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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.

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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]

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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.

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