Executive Assistant, Research Development, Office of the Vice President for Research, Scholarship and Creative Endeavors

$75,000 - $75,000/Yr

The University of Texas System - Austin, TX

Part-time,Full-time - Mid Level

Austin, TX

Educational Services

About the position

The Executive Assistant for Research Development at the Office of the Vice President for Research, Scholarship and Creative Endeavors plays a crucial role in supporting the Deputy Vice President for Research (DVPR) by managing a complex schedule, coordinating resources, and overseeing staff and program development within the Research Development portfolio. This position is essential for fostering interdisciplinary collaboration and enhancing the research enterprise at UT Austin.

Responsibilities

• Manages a complex schedule for the DVPR with fluid reprioritizations requiring independent decision-making.
• Schedules appointments and meetings, coordinates resources, and assembles appropriate reference and back-up material for all meetings.
• Arranges room reservations, catering, and all other necessary logistical details.
• Schedules, prepares agendas, and sends reminders for weekly, bi-weekly, and monthly RD team meetings.
• Supports Research Development team with supervision, staffing, and task management of RD Administrative Assistant and RD Student Associates.
• Recruits, onboards, provides guidance, assigns tasks, and ensures completion of assigned work.
• Ensures students have submitted timesheets and approves all on a weekly basis.
• Provides back-up on tasks and temporarily backfills business or operations needs in the RD portfolio in the event of staffing lapses.
• Indirectly supervises other full-time and part-time staff within areas of responsibility, helping to engage, influence, and provide mentorship.
• Maintains broad organizational perspective of Research Development.
• Researches and analyzes issues, develops options, and recommends a course of action to DVPR.
• Performs high-level administrative duties such as managing office projects using task lists.
• Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.
• Prepares routine, well-written correspondence for distribution and prepares correspondence on behalf of the Research Development team.
• Documents decisions made within the portfolio regarding target objectives for service to the campus research community.
• Works with OVPR Finance team to anticipate and forecast needs related to staffing, supplies, equipment, and special initiatives.
• Creates a high-performance and team-oriented culture by monitoring team members' progress through action items in recurring meetings.
• Plans and executes professional development group trainings and team-building events.
• Supports managers with onboarding new RD team members by providing resources relevant to the field of Research Development.
• Coordinates travel arrangements for the DVPR and DVPR's invited visitors.
• Develops itineraries, books flights, handles arrangements with drivers or cars, reserves meeting facilities, hotel arrangements, and other necessary arrangements.
• Manages and processes reimbursements.
• Handles purchasing and reimbursement requests for team member travel and professional development.
• Provides oversight for flow of communication; monitors calls; ensures that fast-paced office is organized and that all critical areas are covered.

Requirements

• Bachelor's degree and 5 years of administrative work experience including 2 years at the Administrative Associate or Senior Administrative Associate level.
• Knowledge of Microsoft Office Suite.
• Ability to work efficiently and flexibly in a fast-paced environment.
• Outstanding organizational, prioritizing, and time-management skills.
• Ability and willingness to work independently and as a team member.
• Strong written and oral communication skills with sharp attention to detail.
• Must be reliable and professional at all times.

Nice-to-haves

• More than the required years of experience.
• Experience managing Microsoft SharePoint and OneNote work solutions for business teams.
• Experience in supporting an executive/director.
• Working knowledge of University components and the academic research enterprise.
• Experience identifying and resolving problems in a timely manner.

Benefits

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time
• Paid holidays