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UTHealth Houston · 1 month ago

Senior Executive Assistant - Dept of Internal Medicine - Chair's Office

Houston, TX

Full-time

Onsite

Senior Level

7+ years exp

UTHealth Houston is seeking a highly organized and experienced Senior Executive Assistant to provide top-tier administrative support to executive leadership in the Department of Internal Medicine. The role involves managing complex schedules, overseeing document editing, and serving as a gatekeeper between leadership and the department.

EducationHealth CareProfessional Services

No H1B

U.S. Citizen Only

Responsibilities

Resolves general to complex inquiries and questions and responds to correspondence or telephone contacts in area of responsibility within guidelines established by supervisor

Composes correspondence and memoranda, prepares graphs, tables and manuscripts, speeches and mass communications, and prepares reports and presentation materials. May assist with grant and contract materials

Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines

Responsible for filing systems, accuracy and compliance of files, records and reports for assigned area. Maintains knowledge base of legal and regulatory requirements of files

Receives, classifies, reconciles, consolidates, and/or summarizes documents and information

Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures

Accountable for data entry and accurate and timely submission of data for processing in the financial and/or human resources systems

Coordinates meetings and gatherings, room assignments, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes

May approve and coordinate purchases of office supplies and equipment

Screens calls and emails and receives and directs visitors

Retrieves information from departmental, university and/or system levels and/or project records and produces reports with analysis

Regularly handles the highest level of confidential information and sensitive issues

Provides guidance and direction to lower level staff

May be expected to train entry level clerical staff. May lead support staff. Assists with interviewing, orientation and scheduling of staff. Provides input into lower staff performance evaluations

Serves as a high level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations

May maintain or reconcile financial records/reports. FMS training with a passing score may be required. May have limited signature authority

Advises on and may draft policy and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions

Other duties as assigned

Qualification

Healthcare administrationGrant writing/editingDocument editingAdvanced Office SoftwareExecutive presenceIndependent judgmentDiscretionEmotional intelligenceInitiative