Executive Assistant, School of Public Health

WHY UT SOUTHWESTERN?
With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. As a world-renowned medical and research center, we strive to provide the best possible care, resources, and benefits for our valued employees. Ranked as the number 1 hospital in Dallas-Fort Worth according to U.S. News & World Report, we invest in you with opportunities for career growth and development to align with your future goals. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more. We invite you to be a part of the UT Southwestern team where you'll discover a culture of teamwork, professionalism, and a rewarding career! 

JOB SUMMARY
Why OSPH at UT Southwestern?

The Peter O’Donnell Jr. School of Public Health (OSPH) at the University of Texas Southwestern Medical Center (UT Southwestern) in Dallas, Texas is newly established and endowed with the largest gift to a public school of public health in the United States. OSPH is dedicated to advancing the nation’s health through groundbreaking research and by training a new generation of leaders who can respond to emerging public health needs. We improve the well-being of communities by translating scientific discoveries into public health solutions and assuring that we have an expert public health workforce, skilled in data sciences, epidemiology, health policy, health care delivery research, implementation science, and other disciplines impacting public health practice. 

Job Summary:

As the Executive Assistant for the Associate Deans for Faculty Affairs and Research within the O’Donnell School of Public Health, you will provide high-level administrative and organizational support ensuring the smooth operation of faculty affairs processes and research initiatives by managing complex calendars, coordinating communications, supporting faculty recruitment, promotion, and tenure activities, and assisting with research administration.  The Executive Assistant will also serve as a key liaison between the Associate Deans, faculty, staff, institutional partners, and external collaborators.  The ideal candidate will demonstrate professionalism, discretion, and strong project management skills, with the ability to balance multiple priorities in a fast-paced academic environment.

Job Duties:

• Manage complex calendars, meetings, appointments, and travel arrangements for 2 Associate Deans and their respective staff
• Draft, review, edit and manage correspondence (email, letters, offers, reports)
• Prepare, edit, and format reports, presentations, guides, and other documents related to research initiatives and administrative matters
• Organize and facilitate meetings, including preparing agendas, distributing materials, taking minutes, and following up on action items.
• Maintain organized, confidential files, records, and databases.
• Track expenses, process reimbursements
• Supporting faculty recruitment activities by scheduling travel/accommodations, drafting itineraries, preparing interview materials; arranging faculty presentations; ensuring a positive candidate experience
• Organize and coordinate Grand Rounds to include logistics, invitations, promotional materials, and arranging travel for invited speakers and/or guests,
• Assist in the preparation, submission, and monitoring of research grant proposals, ensuring compliance with institutional and funding agency guidelines.
• Manage and track progress on various projects and initiatives, ensuring timely completion and adherence to objectives
• Ability to multi-task, adapt to changing priorities, and meet deadlines.
• Provide backup support to the other Executive Assistants within the Dean’s suite
• Perform other duties as assigned.

Required Qualifications:

• Bachelor’s degree in business, human resources, administration preferred, Associates required
• 2+ years of direct experience supporting executive leadership
• Experience in healthcare, academic/education or research environment
• Ability to take initiative and ownership of tasks/projects and work independently.
• Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated proficiency with Office software and email applications.
• Excellent verbal and written communication skills, including editing and proofreading.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.
• Ability to problem solve and think critically.
• Demonstrated ability to work collaboratively as part of a team, contributing to a positive, supportive, and solutions-oriented work environment.
• Proactive in anticipating the needs of those you support and taking initiative to manage priorities, logistics, and follow-up without requiring direction.

Preferred Qualifications:

• 5+ years of direct experience supporting executive leadership in an academic medical center

• Project Management Experience/Certification

BENEFITS
UT Southwestern is proud to offer a competitive and comprehensive benefits package to eligible employees. Our benefits are designed to support your overall wellbeing, and include:

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100% coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer
• Learn more about these and other UTSW employee benefits!

Experience And Educationrequired

• EducationAssociate's Degree in business administration or related field.  
• Experience8 years of progressively responsible business or administrative experience in university medical center, governmental environment, or equivalent. Will consider additional experience or education in lieu of requirements.  

Job Duties

• Coordinates administrative functions of various sections within department to ensure universal applications of policy; assists in development and implementation of procedures to ensure operational efficiency.
• Maintains broad organization perspective to effectively carry out internal and external relationships of office, such as coordinating and interacting with other staff services departments concerning financial, budgetary, and personnel matters, and in general represents department in absence of top executive or administrator; reports fiscal and personnel status and activities to top executive.
• Maintains appropriate financial and personnel records.
• Provides counsel on administrative matters or decisions affecting interdepartmental relationships by supplying information from variety of sources.
• Examines correspondence, determines work priority, engages in obtaining and dispersing information as appropriate.
• Compiles averages and statistics. Prepares or directs preparation of charts, graphs, slides, and administrative reports as required.
• Makes arrangements for official guests and receives visitors as required.
• Appropriates and tracks funds as necessary.
• May plan, coordinate, assign, and review work of lower level support staff engaged in performance of moderately difficult and complex clerical work tasks, including responsibility for hiring, discharging, demoting, and recommending salary increases.
• Performs other duties as assigned.

SECURITY AND EEO STATEMENT

Security
This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.

EEO
UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.