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UT Health San Antonio · 3 weeks ago

Assistant To The VP/Chief of Staff (Office of the President)

San Antonio, TX

Full-time

Onsite

Mid, Senior Level

5+ years exp

UT Health San Antonio is a healthcare organization seeking an Assistant to the VP/Chief of Staff. The role involves providing complex administrative support, project coordination, and managing various departmental functions to ensure efficient operations.

EducationHealth CareHospitalMedicalProduct Research

Responsibilities

Plans, coordinates, and maintains the Vice President's/Chief of Staff daily schedule; planning and scheduling meetings, teleconferences, and making travel arrangements

Develops and composes correspondence, reports, and presentations as requested; maintaining confidentiality at all times

Assists with complex custom reports and cross-functional initiatives that require project coordination (e.g., data collection and validation, project reporting.)

Manages departmental administrative budget to include billing and payment authorization for expenses, invoices and/or special events; coordinates charges across business units, tracks and accounts for executive travel and/or business expenses; participates in the annual budget planning process

Coordinates the administrative workflow of the department; recommends new processes as needed

May direct and delegate work processes and best practices to other administrative staff

Oversee office operations, ensures equipment, materials, and space are used efficiently and effectively

Maintains inventory of all office supplies and coordinates purchase orders. Supports functions related to the recruitment of staff and ongoing administrative responsibilities required to onboard and support staff

Manages the exit processes for staff who are leaving the institution and maintains all personnel files for the department per the retention schedule

Performs all other duties as assigned

Qualification

Microsoft Office proficiencyProject coordinationConfidentialityCommunication skillsOrganizational skillsInterpersonal skills

Required

Ability to maintain confidentiality; possesses a high level of professionalism

Detail oriented with meticulous planning and organizational skills while balancing multiple priorities

Demonstrated ability to effectively communicate orally and in writing, to include writing and preparing memorandums, letters, and other official correspondence

Knowledge of office management and administrative practices and procedures; proficiency in Microsoft Office applications

Proven ability to work across departments, quickly establishing rapport with academic and administrative personnel

Bachelor's Degree degree in a related field is required

Five years (5) of related job experience is required

Benefits

Medical - UT SELECT Medical insurance is offered free for employees and administered by Blue Cross and Blue Shield of Texas. Family members can be added to the plan through payroll deduction. Employees and their dependents can also receive discounted copays and coinsurance when using UT Health Physicians, a network of 800 premier physicians including more than 100 specialists. Employees receive $50,000 of group term life insurance and $50,000 of basic accidental death and dismemberment insurance for free, with options to purchase additional employee and dependent coverage for both at group rates.

Dental - Three dental insurance plan options are available for employees and their families through Delta Dental Insurance Company, two PPOs and one dental HMO plan. Both PPO plans allow employees to choose any licensed dentist.

Vision - Fully insured Vision Care benefits are offered by Superior Vision Services. Two vision plan options that offer either standard or enhanced vision benefits.

Disability - Employees can enroll in the Disability Insurance which provides income if a non-work related illness or injury prevents you from working.

FSAs - Employees can enroll in flexible spending accounts (FSAs) to set aside money from earnings before taxes for qualifying dependent day care expenses or out-of-pocket health care expenses.

Retirement - Employees are eligible for either the Teacher Retirement System (TRS) or the Optional Retirement Plan (ORP). TRS is a defined benefit retirement plan which UT Health matches employee contributions. ORP is for eligible faculty staff employees. Voluntary retirement programs are also available to invest before- or after-tax dollars with the choice of five quality retirement plan providers.

Time Off - A generous leave program offers multiple paid leave options: • Front-loaded Paid Time Off: 128 to 208 hours (16 to 26 days) of Paid Time Off based on years of service, given at the start of each fiscal year. PTO may be prorated in year one based on date of hire. • Extended Illness Bank: 8 hours (1 day) accrued per month which can be used for illness or injury after one day of Paid Time Off is taken. • Paid Family Leave: Up to 240 hours (6 weeks) to care for a spouse, child, or parent after 6 months of consecutive employment. • Holidays: 12 set paid holidays each year.

Discounts - Employees enjoy a range of discounts on services, tickets, and gym membership.