Executive Assistant (Temporary)

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Earliest Start Date:

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Position Duration:

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Job Details:

This is a part-time temporary benefits eligible position that has an end date of December 31, 2025.

This temporary position will provide executive-level assistance to the Dean of the LBJ School of Public Affairs. We seek a detail-oriented professional with exceptional communication and organizational skills to provide direct support to the Dean.

Provide executive level assistance to the Dean:

• Manage the Dean's priorities. Strategize with Dean on long-term and short-term priorities. Track the Dean's priorities and remind Dean and relevant parties about deadlines and commitments. Collaborate with Dean's Special Initiatives Project Coordinator to track and complete special long-term projects.

• Prepare the Dean for meetings and events. Craft presentations, reports, and communications. Prepare speaking notes for events and public appearances. Prepare meeting agendas and action items on the Dean's behalf.

• Communicate with the Dean's Scheduler and Administrative Associate regarding the Dean's calendar, scheduling, and travel arrangements.

• Cultivate Dean's relationships with internal and external stakeholders. Maintain effective and proactive communication with faculty, staff, alumni, administrators, and students, as required. Arrange for flowers, notes, gifts, etc. to show appreciation, condolences. Coordinate with development team to help Dean maintain relationships with supporters of the school.

• Liaise with Dean's contacts and direct reports. Serve as point of contact between Dean and leadership team, faculty, staff, students, university leadership, and external contacts. Follow up with the Dean's contacts and direct reports on projects. Collaborate with leadership team on dean's involvement in initiatives. Attend meetings with Dean and leadership team to review initiatives. Direct information flow through Dean's office.

• Collaborate with Senior Human Resources Coordinator for Academics on faculty recruitment. Assist with recruiting timelines, invitations to candidates, and on-campus visit announcements. Liaise between the Dean, HR, committees, and university administration on recruitment and hiring processes. Assist Dean with writing statements for hiring materials and related communications. Assist with voting on candidates at faculty meetings.

• Support faculty promotion and tenure processes and annual reviews. Serve as Dean's point of contact with faculty affairs and LBJ HR staff regarding promotion and reviews. Organize the Dean's schedule and preparations for these processes. Assist with the Dean's promotion letters and associated presentations.

• Coordinate Dean's support of human resources priorities. Collaborate with the HR staff and coordinate the dean's participation in community building initiatives.

• Manage recruiting timelines, interviews, and meetings for Dean's direct reports. Collaborate with HR staff to ensure effective onboarding.

• Document and update school-level policies as assigned by the Dean.

Assist Dean with communications, written materials, and correspondence:

• Strategize Dean's communications with Chief Marketing Officer.

• Manage Dean's email correspondence. Draft, edit, and advise on letters, memos, and emails. Send correspondence on behalf of the Dean.

Assist in the planning and execution of Dean's Office events and meetings. Oversee or coordinate staffing, logistics, and/or onsite support:

• Faculty Retreat: Plan the annual all-day faculty retreat. Work with the dean to develop the themes and agenda. Lead communications and coordinate with participants. Develop print and digital materials and slide decks. Create a detailed run of show. Oversee the coordination of the venue, catering, and other related services. Serve as onsite point of contact.

• Faculty Meetings: Set meetings schedule, create and send out agendas, and oversee logistics. Manage tech and serve as onsite point of contact.

• Special Dean's Events: Plan faculty celebrations and other ad hoc dean's events in collaboration with the Dean's Scheduler and Administrative Associate.

Maintain Dean's Office records and coordinate the School's response to Open Records requests.

Other duties as assigned.

• Bachelor's degree.

• At least five years of experience with advanced administrative functions.

• Excellent oral and written communication skills.

• Professional demeanor and dedication to excellent customer service.

• Experience keeping organized records and planning events.

• Highly detail-oriented with outstanding organizational and time management skills.

• Relevant education and experience may be substituted as appropriate.

• High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, etc.

Relevant education and experience may be substituted as appropriate.

• Experience supporting an executive.

• Prior experience working with UT Box.

• Experience in providing support in an administrative office at UT Austin; working knowledge of UT Austin policies and procedures.

$48,750 (for 30 hours per week) + depending on qualifications

Usual office conditions.

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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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.