Executive Assistant, Research Development, Office of the Vice President for Research, Scholarship and Creative Endeavors

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General Notes

The mission of the Office of the Vice President for Research, Scholarship and Creative Endeavors (OVPR) is to foster the expansion of the scale, quality, and impact of scholarly endeavors at UT Austin. We are committed to building capacity, promoting interdisciplinary collaboration, and lowering the barriers and burden involved in scientific and creative inquiry through the development of an investigator-focused infrastructure that supports the needs of UT Austin's research enterprise.

UT Austin offers a competitive benefits package that includes:

• 100% employer-paid basic medical coverage

• Retirement contributions

• Paid vacation and sick time

• Paid holidays

• Eligible for hybrid telework

Please visit ourHuman Resources (HR) websiteto learn more about the total benefits offered.

Purpose

Support the Deputy Vice President for Research (DVPR) with leadership, resource management, staff and program development for the Research Development (RD) portfolio.

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.

Required qualifications

• 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 qualifications

• 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.

Salary

$75,000 + depending on qualifications

Working conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity

Required Materials

Please mark "yes" on the application question that asks if additional materials are required. Candidates who fail to attach all additional materials listed, may not be considered for the position.

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.