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Executive Assistant to Vice President for Development and Alumni Relations



Position Information

Posting Number
S05233P

Position Title
Executive Assistant to Vice President for Development and Alumni Relations

Department
VP Development

Location
Arlington

Job Family
Executive/Administration

Position Status
Full-time

Work Hours
Standard

Work Schedule

Monday-Friday; 8:00am-5:00pm.
May require occasional travel, evening, and weekend duties

Open to
External and Internal

Salary
Salary is commensurate based on qualifications and relevant experience.

Duration
Funding expected to continue

Pay Basis
Monthly

Benefits Eligible
Yes

Benefits at UTA

We are proud to offer a comprehensive benefits package to all our employees at the University.

To help you understand the full value of these benefits, we have created a tool that calculates the total worth of your compensation package. This tool takes into account all of the benefits that you are eligible for, including health insurance, retirement plans, and paid time off. To access this tool and learn more about the total value of your benefits, please click on the following link:
https://resources.uta.edu/hr/services/records/compensation-tools.php

University Information

The University of Texas at Arlington is located in the heart of the Dallas-Fort Worth-Arlington metroplex, a vibrant and diverse metropolitan area that is home to over 7 million people, one of the fastest-growing tech economies in the United States, and a wide array of arts, entertainment, and cultural activities. UTA is a comprehensive teaching, research, and public service institution dedicated to the advancement of knowledge through scholarship and creative work. The University is committed to providing access and ensuring student success, and to a culture of innovation, entrepreneurship, and commercialization of discoveries by our community of scholars. With an enrollment of more than 40,000 students, UTA is the second largest in the University of Texas System. As a result of its combination of rigorous academics and innovative research, UTA is designated as a Carnegie R-1 “Very High Research Activity” institution. UTA ranks No. 4 nationally in Military Times’ annual “Best for Vets: Colleges” list and is among the top 30 performers nationwide for promoting social mobility of its graduates (U.S. News & World Report, 2023). UTA is designated by the U.S. Department of Education as both a Hispanic-Serving Institution ( HSI ) and an Asian American and Native American Pacific Islander-Serving Institution ( AANAPISI ), and it has one of the top 5 most ethnically diverse undergraduate student bodies in the United States (U.S. News & World Report, 2023). Its approximately 270,000 alumni, including some who occupy leadership positions at many of the 24 Fortune 500 companies headquartered in North Texas, contribute to UTA’s $22.2 billion annual economic impact on Texas.

Furthermore, UTA is poised to experience widespread growth in the near future. The university recently launched the first phase of its RISE 100 initiative aimed at recruiting 100 new tenure-system faculty to amplify research standing and position UTA as a leader in key scholarly areas; more details are available at https://www.uta.edu/administration/president/strategic-plan/rise100 . The successful candidate for this position will have the opportunity to join UTA during an exciting period of growth and contribute as the university broadens its impact.

Job Summary

The Executive Assistant for the Vice President for Development and Alumni Relations provides comprehensive highly skilled administrative support service to relieve the Vice President of a number of organizational decisions and serves as the liaison for the senior staff and the department. Responsible for daily office management, correspondence, complex level decisions, exercising initiative and independent judgment.

Essential Duties and Responsibilities
  • Provides sophisticated calendar management and travel coordination for the Vice President’s calendar.
  • Coordinates meetings working directly with the offices of university’s leadership: president, provost, vice presidents, deans and other campus leadership.
  • Supports complex itineraries for domestic and international travel.
  • Anticipates needs and questions, organizes timelines, and monitors deadlines for meeting deliverables and projects that require the Vice President’s input and assessment.
  • Provides a broad variety of administrative tasks that allow the Vice President to effectively lead the unit including the preparation of high level correspondence, briefings, reports, and analysis for meetings for the Vice President and other executive leadership requiring complex level decisions; exercises initiative and independent judgment.
  • Proofreads documents for review and/or official signature.
  • Handles confidential and sensitive materials and conducts related research as necessary.
  • Serves as the primary point of contact for internal and external constituents on all matters pertaining to the Vice President.
  • Manages inquiries directed to the Vice President; determines the proper course of action, referral, or response exercising judgement to reflect the VP’s style and organization policy.
  • Schedules and coordinates meetings with donors and high-level external constituents. Coordinates catering, meeting logistics and agendas for events, staff meetings, and luncheons.
  • Tracks donor activity as reported by the President and Vice President using donor database (Raiser’s Edge) software.
  • Documents call reports, emails, letters, and phone calls with donors. Runs reports and updates details for weekly unit-wide Monday Memos sent by the Vice President.
  • Responsible for daily office management of admin support staff, coordinating admin support needs across the department.
  • Performs other duties as assigned.
  • Use of a personal vehicle for work-related local travel will be needed.
Required Qualifications
  • Bachelor’s degree with three (3) years upper-level experience in administrative, secretarial or clerical position OR high school graduation or equivalent with seven (7) years of increasingly responsible administrative, secretarial and clerical or the equivalent relevant experience.
  • Experience with accounts and budget management.
  • Excellent written, verbal and interpersonal communication skills. Excellent analytical, organizational and time management skills.
  • Ability to maintain confidential information.
  • Ability to prioritize and organize multiple tasks and deadlines.
  • Ability to work effectively across University departments, units and constituencies.
  • Proficiency with Microsoft tools (Outlook, Excel, Word, and TEAMs), and other common office software.
Preferred Qualifications
  • Familiarity with UT System policies and procedures.
  • Familiarity with the dynamics of higher education.
  • Familiarity working with donor data base Blackbaud (Raiser’s Edge NXT ) or related database software.
  • Familiarity working with PeopleSoft (UTShare), or similar platforms.
  • Equivalent combination of relevant education and experience may be substituted as appropriate.
  • Outstanding knowledge of computer technology, including the ability to use specialized software packages such as spreadsheets, word processing, and database management.
  • Knowledge of digital tools and other office software applications and demonstrated financial understanding of budget management.
  • Experience with PeopleSoft/UT Share.
Knowledge, Skills and Abilities
  • May work around standard office conditions.
  • Repetitive use of a keyboard at a workstation.
  • Use of manual dexterity.
  • Climbing of stairs, lifting and moving.
  • Criminal background conducted.
  • May require occasional travel, evening, and weekend duties.
Other Requirements

Working Conditions

Special Conditions for Eligibility

CBC Requirement

It is the policy of The University of Texas at Arlington to conduct a criminal background check on any applicant who is under final consideration for employment with the University.

EEO Statement

It is the policy of The University of Texas at Arlington ( UTA or The University) to provide an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of race, color, national origin, religion, age, sex, sexual orientation, pregnancy, disability, genetic information, and/or veteran status. The University also prohibits discrimination on the basis of gender identity, and gender expression. Retaliation against persons who oppose a discriminatory practice, file a charge of discrimination, or testify for, assist in, or participate in an investigative proceeding relating to discrimination is prohibited. Constitutionally-protected expression will not be considered discrimination or harassment under this policy. It is the responsibility of all departments, employees, and students to ensure the University’s compliance with this policy.

ADA Accommodations

The University of Texas at Arlington is committed to providing reasonable accommodation to individuals with disabilities. If you require reasonable accommodation in completing this application, interviewing or otherwise participating in the employee selection process, please direct your inquiries to 817-272-5554 or email ADADocs@uta.edu .

Posting Detail Information

Number of Vacancies
1

Open Until Filled

Minimum Number of References Required
3

Maximum Number of References Accepted

Special Instructions to Applicants

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.
Requirement Questions

Required fields are indicated with an asterisk (*).

  1. How many years of supervisory and administrative experience do you have?
    • 2-3 years
    • 4-5 years
    • 6 or more years
    • None
  2. How many years of higher education experience in an administrative capacity?
    • 2-3 years
    • 4-5 years
    • 6 or more years
    • None
  3. What is your skill level using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc)?
    • No skills/Basic
    • Intermediate
    • Advanced
    • Proficient
Documents Needed To Apply
Required Documents
  1. Resume or CV
Optional Documents
  1. Cover/Interest Letter


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