Position Title: Executive Assistant FLSA Status: Non-exempt
SUMMARY: Provides administrative and/or secretarial support for an executive, including
Directors, AVP, Associate Deans, VP's Chairs, and Professor/Faculty. Performs standard,
advanced, and confidential secretarial duties requiring broad experience, skill and knowledge of
organization's policies and practice.
PRIORITIZED ESSENTIAL FUNCTIONS:
Any other related duties as assigned by your supervisor/manager.
Demonstrate commitment to the ACT-IT philosophy and assists in the accomplishment of
UTP goals. Performs duties in a manner to promote quality patient care and customer
Maintains confidentiality per HIPAA guidelines in regard to patient information.
Prepares all correspondence, reports, presentations, and manuscripts needed by
Schedules and maintains calendars, travel itineraries, and coordinates related
arrangements in compliance with all University, governmental, and/or grant policies and
Ensures smooth communication and coordination with other internal and external groups.
Monitors and assist with tracking budgets and expenditures for assigned areas.
Screen calls and receives and directs visitors to the executive or the executive office.
Prioritizes mail, phone calls, and meetings for executives.
Resolves complex inquiries and questions.
Schedules meetings, rooms, invites participants, arranges refreshments and equipment
as needed. Prepares and distributes minutes of meeting.
This job class may contain positions that are security sensitive and therby subject to the
provisions of Texas Education Code #51.215.
Anticipates customer's needs and responds promptly.
Displays courtesy and sensitivity.
Considers all possible ways to solve a customer's problem before referring to others.
Goes beyond what a customer asks for by identifying new service opportunities that
address or anticipate customer needs.
Responds to customers with the appropriate sense of urgency and importance.
Exhibits ability to learn and apply new skills.
Keeps abreast of current policies, procedures and changes in the department.
Displays understanding of how job impacts others, company goals and priorities of
Uses resources effectively.
Has up-to-date technical expertise.
Anticipates potential problems or difficult situations and develops and implements
Knows when to make independent decisions, when to check with others, and when
decisions need to be escalated.
Learns from experience.
Includes others in problem solving efforts when appropriate.
Sets priorities and handles conflicting requirements effectively.
Responds to requests for service and assistance.
Follows instructions and responds to management directions.
Takes responsibility for own actions.
Commits to doing the best job possible.
Meets attendance and punctuality standard.
Requires minimal supervision
Collaborates and openly shares information with others to get the job done.
Actively promotes cooperation and good working relationships among team members
both internal and external to clinic.
Remains positive and supportive during change and communicates support of
Recognizes team contributions and shares credit for a job well done.
Acknowledges and addresses others' needs and concerns.
Encourages open communication, feedback, and honest discussion with team members.
Effectively builds and maintains working relationships with all levels of employees.
Uses active listening skills.
Communicates clearly and concisely verbally and in written form.
Uses appropriate grammar.
Keeps customers informed.
Shares information with others that may benefit them.
High school diploma or equivalent. Associate's degree of Bachelor's degree preferred. Three
years experience is preferred.
Microsoft Office (including Outlook, Word, Excel, and Power point), Databases, Internet, IDX, and
Certificates, Licenses, Registrations:
Good communication skills both written and verbal
Sound knowledge of standard office software packages
Preferred able to type at 60 words per minute
Prepares reports summarizing financially activity
Insperity - 11 months ago