Assistant to the Vice President of Business Affairs

About the role

The Vice President of Business Affairs oversees the high-level administrative operations for the office and serves as a liaison between the Vice President and the public, students, staff, and other campus officials. The role also manages the reception area, processes purchase orders, travel requests, time sheets, and other business transactions, organizes programs and events, schedules and confirms appointments, and manages travel arrangements.

Responsibilities

• Coordinates or oversees the high-level administrative operations for the Vice President.
• Serves as a liaison between the Vice President and the public, students, staff, and other campus officials.
• Maintains specialized knowledge of educational administration.
• Provides administrative support for the Vice President on projects, Power Point presentations, mail handling, supply control, and necessary internal and external communication.
• Processes purchase orders, travel requests, time sheets, and other business transactions in the financial system as needed.
• Maintains adequate inventory of office supplies.
• Organizes programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budgets.
• Initiates and answers telephone calls and screens and directs visitors and calls to appropriate personnel.
• Schedules and confirms appointments and maintains the Vice President's calendar.
• Covers and manages travel arrangements for the Vice President, faculty, and others, to include conference registration, car rentals, and hotel.
• Prepares itinerary for travel arrangements.
• Coordinates, processes, and manages various departmental activities, projects, and functions as directed.
• Plans and coordinates department events.
• Provides information and assistance in person or by telephone regarding programs, policies, and procedures to faculty, staff, administrators, students, and the general public.
• Affords administrative support to the Vice President in reviewing, developing, and recommending changes to program policies and procedures.
• Gathers, researches, and compiles complex statistical information for budget preparation and for preparing narrative reports for items such as program and curriculum review, handles grants, and state reporting.
• Coordinates communication and activities with other departments and personnel, students, educational institutions, vendors, other outside organizations, and the public.
• Develops and maintains internal and external contacts.
• Manages and maintains filing for the Vice President and ensures files are up to date and clearly marked for easy access.
• Establishes and maintains a variety of complex files and records.
• Prepares agenda items for meetings; attends meetings, records minutes, prepares minutes for distribution, and maintains records; reviews and proofs documents, records, and forms for accuracy, completeness, and conformance to applicable rules and regulations.
• Communicates extensively with management, faculty, staff, students, and the general public.
• Handles confidential information regarding management, faculty, staff, and/or students and controversial matters.
• May supervise clerical and other office staff as needed.
• Prepares and edits office correspondence as well as correspondence signed by the University President.
• Oversees and updates the office website as necessary.

Requirements

Education: Bachelor’s degree. and Experience: Six years of experience, related to the statement of duties and responsibilities; or equivalent combination of education and experience.

Qualifications

• Knowledge of all Microsoft Office software and able to learn and use institutional software systems.
• Complies with all State and University policies.

Benefits

Benefit Package includes: Medical, Prescription, Life Insurance and Wellness platform Voluntary Benefits: Dental, Vision, Additional life insurance, UT Flex, Short and Long-term disability plans Retirement Programs Longevity Pay Paid Vacation & Sick Leave Paid Holidays Employee Discounts & Perks Employee Education Assistance program And much more!

Disclaimer

Eligibility for perks and benefits may vary based on part-time or full-time employment. Additional Information Note: To the extent that this position involves research, work, or access to critical infrastructure as referenced in Executive Order GA-48, being hired for and continuing to be employed in this position requires the ability to maintain the security or integrity of the infrastructure. The primary accountabilities are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed. Specific tasks or responsibilities will be documented in the incumbents’ performance objectives as outlined by the incumbents’ immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes the employer to obtain criminal history record information. A valid driver’s license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions.