UTHealth Houston is seeking a Senior Executive Services Administrator to work with our Senior Vice President of Development and Alumni Engagement. This is a high-profile administrative role that works not only with our high-level fundraising area but also with the Office of the President. This role will provide executive administrative support and perform advanced, confidential administrative duties requiring broad experience, skill, and knowledge of the organization's policies and practices. They will be the senior administrative professional in this area. You will need to handle high-level meeting logistics and multiple calendars for executives across all of our leadership roles. You will produce briefing documents with key talking points or profiles of meeting participants.
The Senior Executive Services Administrator must be extremely proactive and maintain strict confidentiality throughout their role. They will handle travel arrangements and load-in documentation for projects for the Development department at UTHealth Houston. A key role for this employee will be helping to create effective PowerPoint presentations, so all applicants should be strongly skilled in its use, as well as in Excel and Office. Multitasking will be crucial, as will extreme organization.
This role is 100% on-site. You will be a critical operational member of the leadership team and will need to be in the office as a resource Monday through Friday. You will need to have a professional appearance and communication style at all times. This role will be in front of and supporting the leaders of UTHealth Houston.
Duties and Functions: Executive Support to Senior Vice President of Development Responsibilities:
- Manage complex daily calendar, travel coordination, and reimbursements.
- Organize, manage, and complete special projects assigned by the Senior Vice President.
- Schedule, coordinate, and prepare presentations.
- Review all university-wide Community Sponsorships and Departmental non-event Official Function Form requests prior to routing them for Senior Vice President approval, ensuring accuracy, compliance, and proper documentation
- Maintain and analyze the fiscal-year comparison reports, and track progress against goals.
- Coordinate donor engagements, including meeting logistics, briefing packets, and follow-up actions.
- Maintain a prioritized Presidential Donor Engagement follow-up list.
University Presidential Office Responsibilities :
- You will have administrative responsibilities that will fall directly under the supervision of the President of the University.
- Work closely with the Assistant Chief of Staff to optimize the President's workflow, streamline communications, and support time-sensitive priorities.
Administrative and Operational Responsibilities :
- Serve as the departmental administrator tracking projects, managing board structures, user access, automations, and workflow updates, including entering and maintaining departmental goals.
- Set up vendors in the University's financial system.
- Process Coupa non-purchase order invoices and Financial Management System (FMS) purchase order requests.
- Schedule multiple conference rooms and maintain office supply inventory and organization.
- Maintain and approve timesheets.
- Maintain departmental organizational charts and photo directories.
- Collaborate with the Office of the President, Office of Faculty Affairs, Office of the Deans, and other university leadership on cross-functional needs.
- Assist Human Resources with executive candidate flights, hotel, and interview itineraries.
- Perform other duties as assigned.
Certification/Skills:- Great knowledge of PowerPoint
- Knows calendaring and meeting logistics
- Project Management skills
Minimum Education:High School Diploma or equivalent required, Bachelor's Degree preferred.
Minimum Experience:9 years of related experience required.
Physical Requirements:Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.
Security Sensitive:This position is a security-sensitive position pursuant to Texas Education Code §51.215 and Texas Government Code §411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code §117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether factors such as criminal history or ongoing connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from maintaining the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. §791.4.
Residency Requirement:Employees must permanently reside and work in the State of Texas. This is an on-site position.
