The Role
Provides advanced administrative support to senior leadership, including drafting correspondence, managing calendars and travel, organizing meetings and minutes, processing requisitions and reimbursements, screening communications, maintaining records, and serving as an administrative liaison.
Summary Generated by Built In
Under general supervision, responsible for providing advanced administrative support for senior management and executives.
Responsibilities
Benefits Overview
- Prepares correspondence, memoranda, reports, or related documents and materials.
- Initiates routine and non-routine correspondence/memoranda as needed.
- Prepares and submits departmental requisitions, forms, reimbursements, and vouchers for vendors and staff.
- Monitors emails and assist with timely and appropriate responses for priority matters.
- Screens and routes calls and visitors, as appropriate, and resolves routine and complex inquiries.
- Utilizes assistance of one or more lower level secretaries on a reporting or project basis.
- Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements accordingly.
- Assists in directly organizing and obtaining documents needed for meetings.
- Drafts agendas, and prepares and distributes meeting minutes.
- Manages meeting logistics and takes appropriate actions as needed to ensure successful outcomes.
- Organizes and maintains files and key documents for appropriate record keeping.
- Serves as administrative liaison and first point of contact for resource to departments and offices within the institution regarding policies and procedures.
- Performs all other duties as assigned.
- Ability to be self-directed in accomplishing the coordination and decision-making responsibilities of administrative processes.
- Efficiently uses time to identify short and long term priorities; fulfills realistic goals; and responds to schedules of others.
- Ability to maintain confidentiality of information, documents and materials.
- Demonstrated ability to effectively communicate verbally and in writing, to include writing and preparing memorandums, letters, and other official correspondence.
- Detail oriented with meticulous planning and organizational skills while balancing multiple priorities.
- Proficiency with Microsoft Office Suite.
Education:
- Bachelor's Degree degree in related field is required.
Experience:
- Five (5) years of related experience is required.
The University of Texas at San Antonio (UT San Antonio) is a nationally recognized, top-tier public research university that unites the power of higher education, biomedical discovery and healthcare within one visionary institution. As the third-largest research university in Texas and a Carnegie R1-designated institution, UT San Antonio is a model of access and excellence — advancing knowledge, social mobility and public health across South Texas and beyond. UT San Antonio serves approximately 42,000 students in 320 academic programs spanning science, engineering, medicine, health, liberal arts, AI, cybersecurity, business, education and more. With 17,000 faculty and staff, UT San Antonio has been recognized by Forbes as one of America’s Best Employers for Company Culture.
Benefits Overview
UT Health San Antonio offers an excellent benefits package for its employees. Employees who work at least 20 hours a week, with an appointment of at least 4.5 months, are eligible for 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.
EEO Statement
UT Health San Antonio is an equal employment opportunity and affirmative action employer. It is our policy to promote and ensure equal employment opportunity for all individuals without regard to race, color, religion, sex, gender identity, national origin, age, sexual orientation, disability, or veteran status.
Skills Required
- Bachelor's degree in a related field
- Five (5) years of related experience
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Ability to be self-directed and make coordination/decision-making judgments
- Demonstrated effective verbal and written communication skills, including official correspondence
- Ability to maintain confidentiality of information and materials
- Detail oriented with strong planning and organizational skills and ability to balance multiple priorities
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The Company
What We Do
UT Health San Antonio™, one of the country’s leading health sciences universities, is the leader in south/central Texas funding for the National Institutes of Health (NIH). The university’s schools of medicine, nursing, dentistry, health professions and graduate biomedical sciences have produced more than 33,000 alumni. The $806.6 million operating budget supports four campuses in San Antonio and Laredo, and is the primary driver of its community’s $37 billion biomedical and health care industry. For more information on the many ways “We make lives better®,” visit uthealthsa.org.
