The University of Texas at Austin Job Posting

Executive Assistant

Hiring department Elec & Computer Engr
Monthly salary $5,833+ depending on qualifications
Hours per week 40.00 Flexible from 700AM to 600PM
Posting number 18-01-10-01-9010
Job Status Open
FLSA status Exempt
Earliest Start Date Immediately
Position Duration Funding expected to continue
Position open to all applicants
Location Austin (main campus)
Number of vacancies 1
General Notes

None provided

Required Application Materials

  • A Resume is required in order to apply
  • A Letter of Interest is required in order to apply.
  • A List of 3 References is required in order to apply.

Additional Information


Provides oversight of administrative, academic and fiscal functions for the Department of Electrical and Computer Engineering to ensure operations are managed efficiently, in accordance with policy and law, and in concert with strategic objectives for the unit.

Essential Functions

Relieves the chair of the day-to-day operational management, including supervision of the Chairs staff. Serves as liaison with the Dean's Office and other offices on campus. Counsels, advises and interacts with faculty, staff and students. Prepares and supervises the preparation of various department reports. Prepare written correspondence, reports, and publications on behalf of the Chair and Department. Support key initiatives providing background research, supporting project management. Provides information and assistance to departmental committees. Maintains various department files. Provides oversight of human resources functions for the department, including creating and filling new positions, managing staff compensation and coordinating performance management. Oversee TA and tutor allocations, assigning and collaborating with the Financial Analyst, Faculty curriculum coordinator and Associate Director of student advising. Manage the department's Electronic Office. Collaborate with the Chair and departmental Financial Analyst in the preparation of departmental operating discretionary funds budgets, supplement budget and other miscellaneous accounts (Federal, Local,State). Analyze accounts, forecast expenditures and income; perform budgeting on all department accounts; review and approve budget transfers within funding guidelines; approve all vouchering and hourly payroll; assist with maintaining accounting records Coordinate logistical needs for new faculty searches, interviews, and position offers. Assist faculty recruitment committee on potential recruits. Prepares academic appointments for budgeted faculty and summer appointments. Prepare returning adjunct instructors appointments, prepare PARs and offer letters for newly hired adjunct faculty. Identify faculty who should be considered for promotion and tenure. Coordinate preparation of materials for Faculty Annual Reviews, Post Tenure Reviews, and Third Years Reviews. Counsels faculty on UT policies and procedures. Assists with faculty promotion packages, coordinate compilation of the promotion dossiers for faculty members, and confirm that all Dean's office requirements are being satisfied. Edit yearly faculty endowment thank you letters. Coordinate annual faculty reporting. Responsible for faculty administrative affairs. Reminds faculty of meetings, events and upcoming/overdue deadlines. Responsible for staff administrative affairs. Reviews and approves staff assignments in HRMS and approves all timesheets. Supervises departmental staff, works with departmental managers to determine priorities and assigns workloads. Assists in development/revision of procedures and organizational structure. Oversee annual reviews of staff, and provide staff feedback on their performance. Makes salary/promotion recommendations to the chair. When hiring replacement staff, handle posting of the position, coordinate interviews, and make hiring recommendations. In cases of poor staff performance, initiate appropriate remedial actions, and termination procedures when necessary. Oversee use and occupancy of all offices and laboratory space in EER. Assess effective use of allocated space. Provide recommendations for space available for new faculty or research projects. Assists in the renovations of space in coordination with the building manager.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

Bachelor's degree and five years of clerical or related administrative experience: demonstrated problem-solving skills, a self starter, results-oriented approach to work; demonstrated experience working in or managing a large, complex, fast-paced and dynamic office, to include managing the purchasing and budgeting functions, external relations and development functions of an academic unit, event planning and management; ability to contribute to strategic planning; ability to exercise sound business decisions effectively and in a timely manner, while focusing on strategic objectives of the organization; demonstrated excellent time management skills and ability to prioritize own work and the work of others under dynamic circumstances; ability to work effectively under pressure, maintain composure, establish strong working relationships with a variety of business contacts at all levels within an organization; excellent written and verbal communication skills; demonstrated complex project management skills; Ability to address individual information with a high degree of sensitivity and confidentiality in various delicate formal or urgent situations. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Familiarity with UT policies, rules and procedures. Experience making complex administrative and strategic decisions. Experience with strategic planning and execution. Strong working knowledge of relevant university and state policies, procedures and administrative systems; Demonstrated managerial leadership skills.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity

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