Job DescriptionThis role will be providing administrative support to two Associate Deans in the School of Nursing Dean's Office and provide backup support to the Assistant to the Dean as needed. In order to provide quality service to the Dean's office, faculty, staff, students and visitors, this front-office role is 100% on-campus.Responsibilities
- Initiates and prepares routine and non-routine correspondence/memoranda, reports, or related documents and materials as needed.
- Prepares and submits departmental requisitions, forms, reimbursements, and vouchers for vendors and staff. Maintains documentation and follows up to ensure it is paid.
- Reviews Associate Dean's accounts and endowments to ensure expenses are accurate/correct and provides documentation to Associate Dean prior to signature.
- 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.
- 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 to include drafting of agendas, preparing, and distributing meeting minutes.
- Provides administrative support for Committees
- Manages meeting logistics (room scheduling, audio/visual equipment, printing of materials, ordering food/beverages, setup/takedown, sign-in sheets, etc.) 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.
- Monitors and tracks contracts, routes for appropriate signatures, logs into tracking system, notifies appropriate parties of expiration, etc.
- Liaises with the Office of International Services for International Hires reporting to the Dean, Associate for Finance or Associate Dean for Strategic Initiatives
- Updates and maintains Organization Charts.
- Manages SharePoint site to support search committee efforts
- Performs all other duties as assigned.
Qualifications
- 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, Adobe, Adobe Sign, MS Visio, MS Teams, Zoom, SharePoint.
- Demonstrates commitment to continuous improvement
EDUCATION:
- Bachelor's degree in related field is required.
EXPERIENCE:
- Five (5) years of related experience is required.
LICENSE AND CERTIFICATION:
About Us
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.
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. Life Employees receive $40,000 of group term life insurance and $40,000 of basic accidental death and dismemberment insurance for free, with options to purchase additional employee and dependent coverage for both at group rates.
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.
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.
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.