The University of Texas at Austin · 4 hours ago
Executive Assistant, Research Development, Office of the Vice President for Research, Scholarship and Creative Endeavors
Austin, TX
Full-time
Hybrid
Mid, Senior Level
$75K/yr - $75K/yr
5+ years expThe University of Texas at Austin is dedicated to fostering the expansion of scholarly endeavors through its Office of the Vice President for Research, Scholarship and Creative Endeavors. The Executive Assistant will support the Deputy Vice President for Research by managing schedules, coordinating travel, supervising staff, and overseeing communication within the Research Development portfolio.
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Responsibilities
Manage a complex schedule for the Deputy Vice President for Research (DVPR) with fluid reprioritizations that will often require independent decision-making. Schedule appointments and meetings, coordinate resources and assemble appropriate reference and back-up material for all meetings. Arrange room reservations, catering, and all other necessary logistical details. Schedule, prepare agendas, and send reminders for weekly, bi-weekly, and monthly RD team meetings
Coordinate travel arrangements for the DVPR and DVPR’s invited visitors. Develop itineraries, book flights, handle arrangements with drivers or cars, reserve meeting facilities, hotel arrangements, and other necessary arrangements. Manage and process reimbursements. Handle purchasing and reimbursement requests for team member travel and professional development
Support Research Development team with supervision, staffing and task management of RD Administrative Assistant and RD Student Associates. Recruit, onboard, provide guidance, assign tasks, and ensure completion of assigned work. Ensure students have submitted timesheets and approve all on a weekly basis. Provide back-up on tasks and temporarily backfill business or operations needs in the RD portfolio in the event of staffing lapses. Indirectly supervise other full-time and part-time staff within areas of responsibility, by helping to engage, influence, and provide mentorship to ensure accountability and adherence to the highest standards
Maintain broad organizational perspective of Research Development. Support the DVPR with the leadership, resource management, staff and program development for the Research Development portfolio. Research and analyze issues, develop options, and recommend a course of action to DVPR to make decisions related to the coordination of services, process improvements, policies and procedures, space needs and staffing issues. Perform high level administrative duties such as managing office projects using task lists, including creating, designing and implementing processes and procedures utilizing current technology. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary. Prepare routine, well-written correspondence for distribution and prepare correspondence on behalf of the Research Development team. Document decisions made within the portfolio regarding target objectives for service to the campus research community, programming developed to meet those objectives, and resources needed to execute said programming. Work with OVPR Finance team to anticipate and forecast needs related to staffing, supplies, equipment, and special initiatives that impact RD as a whole
Create a high performance and team-oriented culture by monitoring team members’ progress through action items in recurring meetings, encouraging self-management and agile methodologies among team members. Plan and execute professional development group trainings and team-building events, as well as regular opportunities to recognize and reward team members’ contributions. Support managers with onboarding new RD team members by providing resources relevant to the field of Research Development and its scope within UT
Provide oversight for flow of communication; monitor calls; ensure that fast-paced office is organized and that all critical areas are covered; plan for contingencies and anticipate potential problems. Ensure overall success of the Research Development portfolio by performing other duties as assigned
Qualification
Required
Bachelor's degree and at least 5 years of administrative work experience including 2 years at the Administrative Associate or Senior Administrative Associate level
Knowledge of Microsoft Office Suite
Demonstrated ability to work efficiently and adapt flexibly in a fast-paced environment
Exceptional organizational, prioritization, and time-management skills
Proven ability to work both independently and collaboratively as part of a team
Strong written and verbal communication skills with a high level of attention to detail
Consistently demonstrates reliability and professionalism
Relevant education and experience may be substituted as appropriate
Preferred
More than the required years of experience
Demonstrated experience managing Microsoft SharePoint and OneNote solutions for business teams
Prior experience providing direct support to executive- or director-level leadership
Working knowledge of university operations and the academic research enterprise
Proven ability to identify issues and implement effective, timely solutions
Familiarity with UT Austin policies and procedures
Benefits
100% employer-paid basic medical coverage
Retirement contributions
Paid vacation and sick time
Paid holidays
Eligible for hybrid telework
Company
The University of Texas at Austin
The University of Texas at Austin is one of the largest public universities in the United States.
10001+ employees
H1B Sponsorship
The University of Texas at Austin has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (282)
2024 (210)
2023 (175)
2022 (186)
2021 (187)
2020 (190)
Funding
Current Stage
Late StageTotal Funding
unknownKey Investors
Republic Capital Group
2022-09-14Series Unknown
Leadership Team
Will Whiting
Chief Development Officer
Recent News
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